Administrative Assistant

$72,800 - $83,200/Yr

Partners Personnel - Carlsbad, CA

Full-time - Entry Level

Carlsbad, CA

Administrative and Support Services

About the position

The Administrative Assistant will provide comprehensive support to the CEO of a marketing agency in Carlsbad, California. This role is essential for managing daily office operations, coordinating schedules, and ensuring efficient workflow within the organization. The position requires a proactive individual who can handle various administrative tasks while maintaining a professional demeanor and confidentiality.

Responsibilities

• Manage day-to-day office operations, including answering phones, handling correspondence, and organizing the CEO's schedules.
• Prepare and edit documents, reports, and presentations using PowerPoint, Excel, and Box.
• Schedule meetings via Zoom and manage the CEO's Outlook calendar.
• Assist in coordinating travel arrangements and preparing expense reports.
• Maintain and update filing systems, databases, and records, ensuring confidentiality and accuracy.
• Monitor and order office supplies as needed to ensure smooth office operation.
• Coordinate internal and external events or meetings, including logistics, catering, and venue setup.
• Provide support for various projects, gather information, and assist with project tracking and reporting using Smartsheets.
• Handle incoming and outgoing mail, including courier services.
• Ensure that all office equipment is operational and arrange for necessary repairs and maintenance.
• Assist with Gusto payroll, invoice processing, and basic bookkeeping tasks using QuickBooks.
• Liaison with vendors, clients, and internal team to ensure smooth workflow.
• Prepare meeting minutes, calendaring, event planning, and edit documents, reports, and presentations.

Requirements

• High school diploma or GED required; Associate's or Bachelor's degree preferred.
• Minimum of 3-5 years of experience in an administrative/office support role for a startup.
• Proficient in MacOS and Microsoft Office Suite.
• Familiarity with office management software such as Smartsheet, Gusto, and Harvest.
• Experience with scheduling tools like Cozy and Outlook is essential.
• Strong written and verbal communication skills with multitasking abilities and attention to detail.
• Excellent time management skills with the ability to prioritize tasks and meet deadlines.
• Ability to work independently with minimal supervision while being a strong team player.
• Professional demeanor and ability to maintain confidentiality.

Benefits

• Competitive hourly wage of $35.00-$40.00 depending on experience.
• Opportunity to work in a dynamic startup environment.