Overview
Executive Assistant | Office Coordinator Jobs in Berkeley, CA at Tipping
Title: Executive Assistant | Office Coordinator
Company: Tipping
Location: Berkeley, CA
We're a Berkeley-based professional services firm looking for a sharp, highly organized Executive Assistant and Office Coordinator to join our team. This is a role for someone who genuinely thrives on complexity — who gets satisfaction from keeping multiple people and workstreams organized, and who takes pride in the quality of everything that leaves their hands.
The work ranges widely, from supporting the CEO with client correspondence and fee proposals, to managing the day-to-day life of the office — vendors, facilities, supplies, onboarding, events. You'll be a central, trusted presence in the firm, and the kind of person everyone is glad to have around.
How your time will be divided:
CEO Support, 50% — Fee proposals, client correspondence, scheduling, presentations, and project setup in our database (Cortex).
Office & Facilities, 40% — Reporting to the Operations Director, handling front desk, shipping, vendors, supply management, onboarding, compliance tracking, kitchen/pantry maintenance, and company events.
Project Support, 10% — Proposal production and administrative support for Project Directors.
What you'll actually be doing:
On any given day, you might draft a client letter in the morning, coordinate a vendor for a facilities issue a little bit later, generate a fee proposal from templates in the early afternoon, and confirm logistics for an all-hands before you leave. Given the wide range of tasks, this job suits someone who appreciates variety and is motivated to be self-directed, taking ownership of the tasks under their charge.
A few specifics:
- Set up new projects and contacts in Cortex, our project management database
- Prepare fee proposals and client-facing documents using LibreOffice templates
- Manage shipping and receiving across UPS, FedEx, GLS, and USPS
- Coordinate janitorial services, equipment vendors, and building systems
- Handle I-9 verification and new hire onboarding logistics
- Track and renew professional licenses, memberships, and business certifications
- Manage transportation accounts (Clipper cards, FasTrak)
- Ensuring cleanliness and neatness of kitchens, maintaining office supplies and pantry inventory
- Support staff meetings and firm events from planning through breakdown
What we're looking for:
The right person for this role has been around professional services firms long enough to know what "executive-level" really means — discretion, polish, anticipating what's needed before being asked, and consistently producing high-quality work products.
- Bachelor's degree in Communications, Business Administration, or a related field
- 3–5 years of administrative experience in a professional services environment
- Advanced proficiency in LibreOffice and/or Microsoft Office (especially Word, Excel, and PowerPoint)
- Comfort with CRM/database systems and a track record of picking up new software quickly
- Exceptional written and verbal communication — you notice when something sounds off, grammar and spelling need a refresh
- Proven ability to manage competing priorities across multiple supervisors
- Strong attention to detail, especially in client-facing documents and in checking figures and formulas on a spreadsheet
- Confident, self-directed problem-solving and sound professional judgment
- Enthusiastic to work in a collaborative ecosystem
Bonus points if you have experience in architecture, engineering, or construction; familiarity with fee proposal development; or knowledge of basic expense tracking and accounting procedures.
The environment:
Our office is in Berkeley, CA. This is a fully on-site role with standard business hours and occasional flexibility for events. The work includes some physical tasks — lifting 20 lb. packages, managing supplies — so comfort with hands-on facilities work is part of the picture.
We'll be upfront: managing multiple supervisors requires someone who communicates clearly, pushes back when needed, and doesn't let things fall through the cracks. If that describes you, you'll fit right in.
Compensation: $33.65/hr to $41.82/hr, depending on experience
Ready to apply?
Send us your resume and a one-page cover letter telling us about a time you successfully managed competing demands from multiple stakeholders. Applications without a cover letter will not be considered — we want to hear how you think. Visit our open positions at https://apply.tippingstructural.com/apply/openPositions.php
