Administrative Assistant

Job Description Job Description Salary: $28-38 Urban Planning Partners (UPP) seeks a part-time Administrative Assistant to join our team. Salary Range: $28-38/hr (DOE) On-site in Oakland Our ideal Administrative Assistant will be our go-to person supporting the company President and our marketing needs. This person will be solutions-oriented, creative, comfortable wearing many hats, and generally one step ahead of us. We are looking for someone who is an adept and confident communicator, pays close attention to detail, is a team player, and works efficiently in a fast-paced and often changing environment. Responsibilities include, but are not limited to, the following: Work closely and collaboratively with the company President to provide daily executive support, serving as the key point person for her email, calendar, to-dos, and general organization. Coordinate firm recruiting, including job postings, candidate communications, and scheduling. Manage the employee journey initial communication, hiring, on-boarding, training, performance reviews, professional development, etc. Ensure employee timecards are completed on-time and review for accuracy for approval by President. Copy, edit, and format formal deliverables and presentations. Update and post to company website and social media accounts. Track incoming RFPs and assist with compiling materials for upcoming proposals. Provide general administrative support in collaboration with the Office Manager, including data entry, copying, binding, preparing mailing labels, distributing mail, office errands, etc. Coordinate office lunches and celebrations, and other team collaborations. Ensure office supplies and kitchen snacks and beverages are kept appropriately stocked and smartly purchased, and that equipment functions as expected. Requirements 2 years of related experience. Associate or bachelors degree, preferred. Effective writing, editing, grammar, and verbal communication skills. Intermediate to advanced experience in office computer software/systems, including Microsoft Office Suite and Adobe Professional. Competence with Excel basics. Collaborative and solutions-oriented mindset. Comfort with managing up and working in a fast-paced, professional environment. Flexible and creative approach to solving problems. Comfortable with ambiguity/entrepreneurship. Excellent time management and organizational skills. Commitment to high quality, accurate, and timely work performance. Legal eligibility to work in the U.S. Valid California drivers license and ability to drive a vehicle for company business. Ability and willingness to work in office. Desired Qualifications Prior experience with Deltek Ajera and/or Bamboo HR is a plus! Experience in Adobe Creative Suite (Illustrator, InDesign, Photoshop). Experience working in a planning, architecture or engineering firm. IT savvy. We are open to candidates with a minimum availability of 4-5 hours/day. Why Urban Planning Partners? At UPP, we help create better places in partnership with our clients and the communities where we work . We are actively seeking talented people to join an empowered and collaborative employee environment. Located in downtown Oakland, we provide land use planning policy, community engagement, municipal planning, and environmental review consulting services on large complex projects throughout the Bay Area and Northern California. We credit the success of our projects and the satisfaction of clients to our amazing staff and commitment to our core values: We Care , Collaborate , Reach , and We are Real . Urban Planning Partners is a relatively small (staff of 10) yet vital and respected firmwe punch above our weight. Come join our team and work on some of the most innovative planning projects happening in the region. UPP offers excellent benefits; transit cost reimbursement; 401k with 3% company contribution; profit sharing; charitable donation matching; and employee referral bonus program. UPP is an equal opportunity employer and encourages people of diverse backgrounds to apply. A resume and cover letter are required to be considered. In your cover letter, express why you are interested in UPP and are a great fit for this position. No phone calls please. Thanks, and we look forward to reviewing your application!

Location: Oakland, California, US

Posted Date: 7/13/2025