Office Manager & Executive Assistant

Office Manager & Executive Assistant

Oakland, CA (On-site) | $39.50–$42.00/hr ($82,000–$87,000 FTE)

32–40 hours/week | Non-Exempt

Archaeological/Historical Consultants (A/HC) is seeking an experienced Office Manager & Executive Assistant to play a central role in the continued growth and day-to-day functioning of our firm.

This is a newly created role for a highly reliable, proactive professional who brings sound judgment, strong organizational skills, and a collaborative mindset to their work. If you are someone who thrives in a small-business environment, enjoys owning systems, managing priorities independently, and takes pride in keeping operations running smoothly, we’d love to hear from you.

Founded in 1976, Archaeological/Historical Consultants (A/HC) is a cultural resources management firm serving the San Francisco Bay Area and Northern California. We prepare archaeology and architectural history studies that help public agencies, planners, developers, homeowners, and law firms meet their obligations under California and Federal environmental laws while protecting local cultural heritage.

A/HC is a small, family-owned business based in Oakland that has grown from a husband-and-wife operation into a close-knit team of seven staff members and multiple consultants. Our work environment is friendly, fast-paced, and supportive of team members’ professional growth and development.

Reporting directly to the Owners, the Office Manager & Executive Assistant will oversee a wide range of administrative, financial, compliance, executive support, and office management functions. This role is critical to ensuring day-to-day operations run smoothly while maintaining accurate systems, documentation, and processes that support the long-term health of the business.

Once fully trained, this position operates with a high degree of independence and requires confidence in decision-making, strong communication skills, and the ability to manage up. A hands-on, team-oriented mindset and a willingness to pitch in wherever needed are essential. This role also offers a unique opportunity to learn about local history and archaeology through the firm’s work.

You’ll support both business operations and executive needs, serving as a key operational partner within the firm.

Responsibilities include:

• Manage administrative business operations, including components of proposals and contracts, invoicing, bookkeeping support, payroll assistance, reimbursements, and deposit tracking—ensuring accuracy, timeliness, and strong internal systems.
• Provide executive-level support to the Owners, managing calendars, email, and communications; tracking follow-ups and action items; conducting research; and coordinating limited personal logistics such as travel planning, contractors, and scheduling as needed.
• Oversee compliance and risk-related functions, including business licenses, certifications, vendor registrations, insurance (COIs and renewals), and procurement platforms, proactively identifying requirements and keeping the firm in good standing.
• Manage office operations and internal systems, including equipment and asset tracking, records and document retention, libraries and reference databases, office supplies, and general administrative workflows to ensure smooth day-to-day operations.
• Support people operations and HR administration, including onboarding new employees and contractors, maintaining the employee handbook, monitoring labor law updates, and providing ongoing HR-related administrative support with discretion and sound judgment.

• 7+ years or equivalent experience in business operations, office management, executive assistance, or similar roles
• Proven ability to manage complex responsibilities independently and proactively
• Strong organizational, communication, and prioritization skills
• Confidence using sound judgment in ambiguous situations and managing up
• High level of professionalism, discretion, emotional intelligence, and attention to detail
• Proficiency with Microsoft Office and common business software (Quick Books experience strongly preferred)
• Solutions-oriented mindset
• Va…