Hazen and Sawyer

Administrative Assistant

Hazen and Sawyer

full-time

Posted on:

Location Type: Office

Location: San Francisco • California • United States

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Salary

💰 $65,000 - $75,000 per year

About the role

  • Welcome guests and clients, manage incoming calls to the main office line, and handle incoming and outgoing mail, shipping, and delivery tracking.
  • Oversee office supply and kitchen supply inventory, negotiate vendor terms, and ensure timely ordering, invoicing, and delivery of supplies.
  • Maintain a professional and organized workspace throughout the office and common areas.
  • Plan and execute office activities, events, and initiatives, including arranging catering and managing event logistics.
  • Manage office calendars, schedule appointments, and coordinate meeting invites.
  • Support the creation, formatting, editing, and finalization of reports, proposals, presentations, and technical documents using Microsoft Office Suite (Word, Excel, PowerPoint).
  • Assist with document digitization and perform PDF tasks such as merging, numbering, and editing to ensure high-quality deliverables.
  • Support Project Managers in the preparation, submittal, and tracking of monthly client invoices.
  • Offer additional administrative support as needed to adapt to the evolving needs of the team.

Requirements

  • A minimum of three years of direct hands-on experience as an administrative assistant.
  • Prior experience in a professional services firm preferred.
  • Experience in the engineering industry a plus.
  • High School Diploma required.
  • Professional degree preferred.
  • Ability to multitask and prioritize work as needed.
  • Ability to travel, usually a day trip, between the San Francisco, Concord, and Sacramento offices.
  • Excellent written and verbal communication skills, with ability to interact with a variety of staff, clients, and vendors.
  • Strong multi-tasking skills – manage priorities, coordinate multiple/concurrent projects.
  • Demonstrates strong work ethic; develops efficient work methods and is detail-oriented.
  • Proficiency in Microsoft Office Suite – Word, Excel, Outlook, PowerPoint.
  • Ability to learn new tools quickly.
  • A team player who is proactive, flexible, results-oriented, and comfortable in a rapidly changing environment.
  • Ability to work independently and under the pressure of deadlines.
  • Experience working across multiple time-zones
Benefits
  • Comprehensive health benefits (medical, dental, vision, and prescription plans)
  • Pre-tax flexible spending plans for medical, dependent care, and transportation
  • Short and long-term disability, and employer paid life insurance
  • Paid holidays, floating holidays, and paid time off (PTO)
  • Employer-contributed 401(k) plan and additional financial planning support
  • Professional growth opportunities, including tuition reimbursement, in-house training, and incentives for professional registration and professional organization memberships

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
administrative supportdocument digitizationreport creationproposal formattingpresentation editinginvoice trackingevent logistics managementvendor negotiationmulti-taskingdetail-oriented
Soft skills
excellent communicationteam playerproactiveflexibleresults-orientedability to prioritizestrong work ethicability to work independentlyadaptabilitytime management
Certifications
High School DiplomaProfessional degree