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Administrative Assistant - Design Team

Admin Team | San Francisco, CA

We are looking for a sharp, good-humored Administrative Assistant who enjoys working in a constantly changing environment and streamlining a hectic day. You will primarily provide dedicated administrative assistance to several members of our Design and Internal Communications Teams while also providing general support to the Design Team at large.

You will be working in a fast-paced, highly creative environment with passionate team members who are focused on quality and execution. If you enjoy being in a support role and creating order in an ever-changing environment, this could be the position for you! Interest in design or graphic design is a must in supporting these creative-types!

Responsibilities

  • Coordinate both internal and external conference calls, meetings, and events
  • Heavy calendar management in a rapidly and ever-changing environment
  • Plan and execute on-site and off-site meetings, dinners, and events for the Dropbox Design and Internal Communications Teams
  • Prepare monthly expense reports for leads and coordinate special projects as needed
  • Set up travel and accommodations for leads traveling to other Dropbox offices
  • Serve as the face of Dropbox on behalf of your leads and help them build great relationships with internal stakeholders
  • Liaise with external vendors and printers and help project manage production process
  • Assist with scheduling recurring meetings and take minutes, disseminate notes, and update Dashboards for team meetings

Requirements

  • Bachelor’s Degree
  • 2-4 years experience in an administrative support role with experience at an art studio, design firm, or graphic design organization strongly preferred
  • Experience with heavy calendaring for multiple principals or teams
  • Experience managing projects through to completion, with experience in production in a design space a plus
  • Ability to juggle multiple projects and priorities
  • Ability to move quickly and make on-the-spot decisions without sacrificing attention to detail
  • Track record of consistently going above and beyond
  • Great communication skills and the ability to work effectively with a spectrum of personalities
  • Strong Excel, PowerPoint, and Google email/calendar/doc skills
  • Ability to maintain composure and sense of humor in high-pressure situations

Other open positions for the Admin Team

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