Executive Coordinator

Location: San Francisco, CA

Sherwood Design Engineers: Engineering + Ecology + Creativity
Are you ready to join the forefront of sustainable engineering? Sherwood Design Engineers is changing the way cities are built in the 21st Century. Help chart the course to a greener future as part of our dynamic, mission-driven San Francisco team.

Sherwood Design Engineers is an international civil engineering practice committed to integrating ecology and climate resilience into infrastructure through innovative, cutting-edge design. We partner with top design teams from around the world working at the building, neighborhood, and city scale. We bring specialized leadership in innovative site engineering, including watershed management, sustainable water systems, green building, and urban ecological systems.
We have pioneered the intersection of infrastructure with ecological-urban design on hundreds of leading international engineering projects in more than 20 countries. Our work is often the first-of-its-kind in applying green infrastructure systems, strategies and concepts to a spectrum of planning, engineering and construction projects. We deliver highly integrated, highly collaborative design developed in tandem with the world's leading architecture and landscape architecture firms.

Founded in 2002, our award-winning projects include Hudson Yards in New York (the largest private real estate development in U.S. history), San Francisco Better Streets Plan, Greater New Orleans Urban Water Plan, revitalization of the iconic waterfront Brooklyn Bridge Park, and the 35 square-km Baietan Urban Area Plan in the heart of Guangzhou, China.
We are seeking an individual with a great attitude, ready to work hard as part of our mission-driven company. We are looking for someone who can keep the long-view in mind while solving complex and dynamic day-to-day assignments. You should be able to work productively as a leader and as a team member. This is a full-time, exempt position. Compensation will be based on work experience and is negotiable. 

Executive Coordinator
We have an immediate need for an Executive Coordinator to work closely with our CEO at our San Francisco headquarters. This is a dynamic role that requires someone who is organized, friendly, and excited about working in a growing green business.  The executive coordinator will assist the CEO, Marketing, Communications, and Business Development teams on an array of projects and tasks ranging from day-to-day coordination to achieving long term goals.
We’re looking for someone professional, adaptable, and a joy to be around.  The executive coordinator should be someone who is excited about working in a fast-paced environment, organized in nature, and understands how to work well in a team.  This position requires a high degree of flexibility, autonomous problem solving, and consistency when it comes to working with a busy CEO. 
Soft Skills
  • Dynamic, needs-driven, future-minded; a joy to be around.  Amicable, detail oriented, intuitively flexible.
  • Someone who is both driven by established routine but not afraid to adapt to pop-up needs
  • Excited about growing and adapting to a growth-oriented company; scalable
  • Professional and Charming as a chief company representative
Management Style‎
  • High Performance, expert in documentation, self-motivated & autonomous
  • Able to identify and juggle several critical items
  • Exceptionally organized, both with day-to-day correspondence, rhythmic commitments, and far-off events
  • Proactive > reactive; able to spot areas of improvement for CEO and operations. 
Leadership Style
  • Perceptive, trustworthy, prioritizer
  • Fielding ability: able to push back on numerous CEO commitments in order to effectively “gate-keep” while ushering critical items to correct parties
  • Ability to take and give feedback and consistently work to achieve better results
  • Dependable and consistent, taking pride in and ownership of your work
Problem Solving Skills
  • Excited with the prospect of spotting problems, finding solutions, and inspiring seamless CEO productivity
  • Operational tinkerer - someone who enjoys streamlining processing through information gathering and careful observation
  • Patient, kind, persistent
Hard Skills
Organized Communicator 
  • Able to prioritize, field, and act on communication from all angles
  • Works to contextualize and minimize CEO communications
  • Flexible and able to deliver prioritized action items to CEO at the drop of a hat
  • Succinct and powerful correspondence
Scheduling Mastery
  • Goal: efficient, seamless CEO management coupled with responsive and adaptive approach to day to day juggles
  • Able to prioritize and weigh in on multitude of requests
  • Predictive of CEO needs, time and place, and general availability
  • Creative; able to collapse too many and too long meetings down
  • Works independently under general supervision, uses initiative and good business judgment
Organized “Do-er”
  • Task oriented, excited by incremental progress
  • Able to systematize big goals by analyzing timeline, assigning sub goals, and steadily executing
  • Able to juggle many requests effectively through prioritization, asking questions, and setting realistic goals
  • Adjustable to company needs: able to respond to a myriad of tasks
  • Maintains confidentiality of all corporate, personnel and research matters
Essential Functions:
  • Executive Support to CEO
  • Out-of-office point of contact for CEO
  • Involvement in CEO's client relations
  • Scheduling and coordination of client meetings
  • Client contact database management
  • Manage Firm Professional Licensing
  • Credit card reconciliation and some financial management
  • Domestic and international travel arrangements
  • Scheduling and coordination of conference/event attendance
  • Assist in planning and coordination of office/staff events
  • General Word Processing and Office Support (Fax, Photocopy, Scan, File)
  • Conference Room Scheduling and Conference Call Coordination
  • Timesheet management
  • Support managing PPTs, Talking Points, and Media POC; Organize materials
  • Screens incoming calls and correspondence and responds independently when possible
  • Coordinate and communicate with outside consultants (PR, Marketing, etc)
  • Maintain and coordinate CEO's calendar
  • Perform special projects as assigned by CEO
  • Communicate with satellite offices’ point of contact
  • Other duties as assigned
Job Qualifications & Experience:
  • Bachelor’s degree and minimum and 3+ years relevant of experience.
  • Must possess excellent written and verbal communication skills
  • Working knowledge of Windows and Mac operating systems
  • Working knowledge of Microsoft applications (Word, Excel, PowerPoint)
  • Deep knowledge or familiarity of Google Apps
Work Environment:
  • Open office-noise level in the work space is generally moderate
Physical Demands:
  • Regularly required to sit, occasionally required to stand and walk, use hands to feel, or handle objects, tools or controls, reach with hands or arms.
  • See details of objects that are more/less than a few feet away
  • Speak clearly so listeners can understand
Reasonable accommodations may be made to individuals with disabilities to perform the essential functions.
Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
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