Overview
Administrative and Marketing Assistant Jobs in Oakland, CA at ArtHaus Partners
Title: Administrative and Marketing Assistant
Company: ArtHaus Partners
Location: Oakland, CA
Position Overview
ArtHaus Partners is seeking a proactive, organized, and service-oriented Administrative & Operations Assistant to support daily operations across our real estate, property management, development, and coworking businesses. This role serves as a key support resource for Operations, Executive, Marketing, Development, and People Operations teams while helping create an exceptional experience for tenants, members, guests, and employees.
The ideal candidate is highly organized, detail-oriented, adaptable, and enjoys working in a fast-paced environment where no two days are the same.
Primary Responsibilities
Operations & Administrative Support
- Support day-to-day office and property operations.
- Coordinate administrative tasks, projects, and requests across departments.
- Manage office supplies, deliveries, mail, and operational inventory x
- Maintain conference rooms between meetings
Executive Support
- Assist with meeting coordination, room setup, catering, and hospitality for executive and company meetings.
- Maintain conference rooms and meeting spaces, ensuring they are clean, organized, stocked, and ready for use throughout the day.
- Support leadership and department teams with administrative requests, scheduling logistics, and special projects.
- Coordinate visitors, vendors, and executive office logistics.
- Assist the CEO and executive team with day-to-day operational needs, including errands, meal and beverage coordination, meeting preparation, document delivery, and other administrative support tasks.
- Assist with CEO Pet Care
Marketing Support
- Support company events, marketing campaigns, and promotional initiatives.
- Assist with social media content, email communications, property listings, and creation of marketing materials.
- Coordinate marketing assets, signage, photography, and promotional inventory.
People Operations & Event Support
- Coordinate employee birthday, anniversary, welcome, and recognition gifts.
- Assist with planning and setup of team events, celebrations, meetings, and company gatherings.
- Support employee engagement initiatives and onboarding experiences.
- Assist with planning, setup, execution, and breakdown of tenant, member, and company events.
Development & Package Receiving Support
- Receive and organize deliveries related to AHW package service and development and construction projects.
- Ensure materials, samples, and project items are properly stored and tracked.
- Maintain organized sample libraries, storage rooms, and inventory areas.
- Coordinate with vendors and project teams regarding deliveries and material management.
Secondary Responsibilities: Front Desk & Guest Services
- Provide front desk coverage and reception support as needed.
- Welcome visitors, tenants, members, vendors, and guests.
- Answer and route incoming calls and inquiries.
- Assist with visitor check-ins and general guest services.
Qualifications
- 2+ years of administrative, operations, office management, hospitality, property management, or customer service experience.
- Strong organizational, communication, and multitasking skills.
- Proficiency with Google Workspace, Microsoft Office, and cloud-based business software.
- Ability to work independently, prioritize tasks, and manage multiple deadlines.
- Positive attitude with a strong customer service mindset.
- Valid driver's license and clean driving record.
- Reliable personal vehicle available for travel between company properties, meetings, events, and vendors.
- Ability to occasionally transport supplies, event materials, and project-related items.
- Must be comfortable with regular interaction with dogs
Preferred Qualifications
- Experience in commercial real estate, coworking, property management, office operations, or hospitality.
- Experience supporting marketing, events, development, or people operations initiatives.
- Experience with CRM, project management, or property management software.
Key Competencies
- Organization & Attention to Detail
- Initiative & Problem Solving
- Customer Service Excellence
- Communication & Professionalism
- Time Management
- Adaptability
- Teamwork & Collaboration
