Letterform Archive
Executive Assistant & Office Manager
Letterform Archive, San Francisco, California, United States, 94199
About Letterform Archive
Letterform Archive is a nonprofit center for design inspiration, education, and community. We offer hands-on access to a curated collection of more than 100,000 items related to lettering, typography, calligraphy, and graphic design. Every year, we welcome thousands of visitors from across the world, including students, practitioners, and design admirers from every creative background. Learn more. In addition to hosting visits and public events, the Archive serves a global community through social media, web content featuring state-of-the-art photography, and a book program that draws from the collection as well as publishes new work from its contributors. We offer courses and workshops in type design, calligraphy, and typography. We also curate exhibitions for our gallery in San Francisco and organize lectures by visiting artists and designers. About Letterform Archive Books
Distributed in the international book trade by D.A.P., Letterform Archive Books publishes exquisite books and gift products on graphic design, typography, and lettering, drawing from the collection and its talented community to tell rich stories with exceptional reproduction and unique design. Sample titles include Amos Paul Kennedy, Jr.: Citizen Printer; Die Fläche: Design and Lettering of the Vienna Secession 1902–1911; The Complete Commercial Artist: Making Modern Design in Japan, 1928–1930; Bauhaus Typography at 100; and Emigre Fonts: Type Specimens, 1986–2024. About the Letterform Archive Website
Edited by the editorial director and associate curator, letterformarchive.org hosts in-depth and accessible content that elucidates the unique collection at Letterform Archive and aims to inspire creative people of all backgrounds. Blog posts and topic pages guide an international audience through artifacts of graphic design, describing how it was made, how it changed over time, and why it matters today. The site also provides information about the organization as a whole and its programs, including education, exhibitions, fundraising, and programming. Senior Responsibilities
Executive Support (≈70–75%)
Manage the Executive Director’s calendar, including scheduling internal meetings, donor visits, public speaking engagements, and travel. Draft, proof, and manage correspondence, presentations, and reports for the ED. Organize and maintain the Executive Director’s office catalogs to ensure they are accessible and categorized intuitively. Support the ED by pulling relevant items in advance of meetings, tours, or project development. Assist with preparation for high-level archive tours, donor walkthroughs, and research visits. Coordinate scheduling, confirmations, and visitor materials (packets, pulled works, books, etc.). Ensure the Executive Director is equipped with context about each visitor or group and maintain visit records, including follow-up actions and outcomes. Support the Executive Director in maintaining meaningful relationships with donors, partners, collaborators, and other stakeholders. Identify key dates and draft thoughtful outreach such as emails, cards, or personal updates that keep the ED’s presence active and connected. Maintain discretion and confidentiality in handling sensitive information. Coordinate logistics for Board meetings, including scheduling, materials preparation, and minutes. Support communication between the ED and Board members, and track Board action items. Manage and prepare Leadership Team meeting minutes, organize for distribution. Prepare donor briefings, thank-you letters, and follow-up correspondence on behalf of the ED. Manage financial operations for the ED including Expensify monthly reporting and managing bills. Provide project tracking support for cross-departmental initiatives led by the ED. Office & Operations Management (≈25–30%)
Oversee daily office operations, supplies, equipment, event support, and vendor relationships. Serves as the first point of contact for a broad portfolio of general office operational needs and troubleshooting. Coordinate multiple stakeholder projects including board meeting logistics and inter-office culture committees. Serve as the hub of inter-office communication, manage weekly huddles, and take minutes at leadership team meetings. Coordinate facilities and IT needs in collaboration with consultants and staff. Lead onsite HR needs including organization onboarding for new staff. Lead organization-wide staff recruitment in partnership with the hiring manager and HR Coordinator. Support onboarding of new hires with workspace setup, orientation logistics, and administrative resources. Maintain a welcoming, organized environment for staff, visitors, and researchers. Assist with scheduling and logistics for all-staff meetings, retreats, events, and internal communications. Lead all-hands event management, including staff-facing speaker logistics and onsite logistics. Minimum Qualifications
6-8+ years of experience in executive assistance, office management, or nonprofit administration. Strong organizational and operational skills with the ability to manage multiple priorities with a high attention to detail. Excellent written and verbal communication skills. Proficiency with productivity and collaboration tools (Google Workspace, MS Office, project management software, AI tools, Hubspot CRM, Gusto HRIS). Experience working with Boards, donors, or senior executives preferred. Discretion, professionalism, and interpersonal ease across a wide range of stakeholders. Commitment to the mission of Letterform Archive and to diversity, equity, inclusion, and accessibility. Work Arrangement: Full-time onsite position in San Francisco. Physical Demands
The Executive Assistant & Office Manager will regularly be required to perform desk-based computer tasks, including using a computer screen for long periods of time, typing, and making phone calls. They may also frequently be required to move items weighing up to 25 pounds or push and maneuver a fully loaded book truck weighing up to 60 pounds. The Archive will provide reasonable accommodations to an employee with a disability who requires accommodations to perform the essential functions of their job. COVID-19 Vaccination Policy
To ensure the health and safety of the Archive’s community, all newly hired employees are required to be fully-vaccinated against COVID-19 as a condition of employment, absent qualifying exemptions for medical, religious, or other reasons in accordance with all applicable laws. Equal Opportunity and Non-Discrimination
Letterform Archive is an equal opportunity workplace, and does not discriminate in employment or in offering educational services and programs. Learn more. Position Type and Work Schedule
This is a full-time, non-exempt position working 40 hours per week during the Archive’s normal office hours, with occasional opportunities to work weekend and evening events. Location
This is an on-site position based in San Francisco. This is not a remote role due to hands-on responsibilities and access to the collection. Compensation and Benefits
Salary range: $70,000–85,000, commensurate with experience. Benefits include: medical, dental, vision; three weeks of Paid Time Off; 10 paid holidays; sick leave; FSA; 401(k); pre-tax commuter benefit; annual professional development budget; waived tuition to Archive workshops; complimentary Archive membership. Eligibility
This position is open to all candidates authorized to work in the United States. We are unable to sponsor work visas at this time. How to Apply
Please apply by submitting a résumé, a short cover letter explaining your interest and what you bring to the role, and a link to your LinkedIn or website at letterformarchive.org/careers by Friday, September 20th. You may address your cover letter to the “hiring committee” and it should be no more than one page. The most effective cover letters explain your interest in the Archive and this position, and how your qualifications match this role’s responsibilities. Letterform Archive is committed to providing reasonable accommodation to individuals with disabilities. If you need assistance applying or have questions about accommodation during the hiring process, please email hiring@letterformarchive.org.
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Letterform Archive is a nonprofit center for design inspiration, education, and community. We offer hands-on access to a curated collection of more than 100,000 items related to lettering, typography, calligraphy, and graphic design. Every year, we welcome thousands of visitors from across the world, including students, practitioners, and design admirers from every creative background. Learn more. In addition to hosting visits and public events, the Archive serves a global community through social media, web content featuring state-of-the-art photography, and a book program that draws from the collection as well as publishes new work from its contributors. We offer courses and workshops in type design, calligraphy, and typography. We also curate exhibitions for our gallery in San Francisco and organize lectures by visiting artists and designers. About Letterform Archive Books
Distributed in the international book trade by D.A.P., Letterform Archive Books publishes exquisite books and gift products on graphic design, typography, and lettering, drawing from the collection and its talented community to tell rich stories with exceptional reproduction and unique design. Sample titles include Amos Paul Kennedy, Jr.: Citizen Printer; Die Fläche: Design and Lettering of the Vienna Secession 1902–1911; The Complete Commercial Artist: Making Modern Design in Japan, 1928–1930; Bauhaus Typography at 100; and Emigre Fonts: Type Specimens, 1986–2024. About the Letterform Archive Website
Edited by the editorial director and associate curator, letterformarchive.org hosts in-depth and accessible content that elucidates the unique collection at Letterform Archive and aims to inspire creative people of all backgrounds. Blog posts and topic pages guide an international audience through artifacts of graphic design, describing how it was made, how it changed over time, and why it matters today. The site also provides information about the organization as a whole and its programs, including education, exhibitions, fundraising, and programming. Senior Responsibilities
Executive Support (≈70–75%)
Manage the Executive Director’s calendar, including scheduling internal meetings, donor visits, public speaking engagements, and travel. Draft, proof, and manage correspondence, presentations, and reports for the ED. Organize and maintain the Executive Director’s office catalogs to ensure they are accessible and categorized intuitively. Support the ED by pulling relevant items in advance of meetings, tours, or project development. Assist with preparation for high-level archive tours, donor walkthroughs, and research visits. Coordinate scheduling, confirmations, and visitor materials (packets, pulled works, books, etc.). Ensure the Executive Director is equipped with context about each visitor or group and maintain visit records, including follow-up actions and outcomes. Support the Executive Director in maintaining meaningful relationships with donors, partners, collaborators, and other stakeholders. Identify key dates and draft thoughtful outreach such as emails, cards, or personal updates that keep the ED’s presence active and connected. Maintain discretion and confidentiality in handling sensitive information. Coordinate logistics for Board meetings, including scheduling, materials preparation, and minutes. Support communication between the ED and Board members, and track Board action items. Manage and prepare Leadership Team meeting minutes, organize for distribution. Prepare donor briefings, thank-you letters, and follow-up correspondence on behalf of the ED. Manage financial operations for the ED including Expensify monthly reporting and managing bills. Provide project tracking support for cross-departmental initiatives led by the ED. Office & Operations Management (≈25–30%)
Oversee daily office operations, supplies, equipment, event support, and vendor relationships. Serves as the first point of contact for a broad portfolio of general office operational needs and troubleshooting. Coordinate multiple stakeholder projects including board meeting logistics and inter-office culture committees. Serve as the hub of inter-office communication, manage weekly huddles, and take minutes at leadership team meetings. Coordinate facilities and IT needs in collaboration with consultants and staff. Lead onsite HR needs including organization onboarding for new staff. Lead organization-wide staff recruitment in partnership with the hiring manager and HR Coordinator. Support onboarding of new hires with workspace setup, orientation logistics, and administrative resources. Maintain a welcoming, organized environment for staff, visitors, and researchers. Assist with scheduling and logistics for all-staff meetings, retreats, events, and internal communications. Lead all-hands event management, including staff-facing speaker logistics and onsite logistics. Minimum Qualifications
6-8+ years of experience in executive assistance, office management, or nonprofit administration. Strong organizational and operational skills with the ability to manage multiple priorities with a high attention to detail. Excellent written and verbal communication skills. Proficiency with productivity and collaboration tools (Google Workspace, MS Office, project management software, AI tools, Hubspot CRM, Gusto HRIS). Experience working with Boards, donors, or senior executives preferred. Discretion, professionalism, and interpersonal ease across a wide range of stakeholders. Commitment to the mission of Letterform Archive and to diversity, equity, inclusion, and accessibility. Work Arrangement: Full-time onsite position in San Francisco. Physical Demands
The Executive Assistant & Office Manager will regularly be required to perform desk-based computer tasks, including using a computer screen for long periods of time, typing, and making phone calls. They may also frequently be required to move items weighing up to 25 pounds or push and maneuver a fully loaded book truck weighing up to 60 pounds. The Archive will provide reasonable accommodations to an employee with a disability who requires accommodations to perform the essential functions of their job. COVID-19 Vaccination Policy
To ensure the health and safety of the Archive’s community, all newly hired employees are required to be fully-vaccinated against COVID-19 as a condition of employment, absent qualifying exemptions for medical, religious, or other reasons in accordance with all applicable laws. Equal Opportunity and Non-Discrimination
Letterform Archive is an equal opportunity workplace, and does not discriminate in employment or in offering educational services and programs. Learn more. Position Type and Work Schedule
This is a full-time, non-exempt position working 40 hours per week during the Archive’s normal office hours, with occasional opportunities to work weekend and evening events. Location
This is an on-site position based in San Francisco. This is not a remote role due to hands-on responsibilities and access to the collection. Compensation and Benefits
Salary range: $70,000–85,000, commensurate with experience. Benefits include: medical, dental, vision; three weeks of Paid Time Off; 10 paid holidays; sick leave; FSA; 401(k); pre-tax commuter benefit; annual professional development budget; waived tuition to Archive workshops; complimentary Archive membership. Eligibility
This position is open to all candidates authorized to work in the United States. We are unable to sponsor work visas at this time. How to Apply
Please apply by submitting a résumé, a short cover letter explaining your interest and what you bring to the role, and a link to your LinkedIn or website at letterformarchive.org/careers by Friday, September 20th. You may address your cover letter to the “hiring committee” and it should be no more than one page. The most effective cover letters explain your interest in the Archive and this position, and how your qualifications match this role’s responsibilities. Letterform Archive is committed to providing reasonable accommodation to individuals with disabilities. If you need assistance applying or have questions about accommodation during the hiring process, please email hiring@letterformarchive.org.
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