Administrative Assistant

2 weeks ago

Carlsbad, United States Ultimate Staffing Full time

Seeking a professional, outgoing, high attention to detail, team oriented Administrative Assistant who will be the first point of contact for all clients. This is a forward facing role, requiring a service centric individual who is able to manage multiple tasks and work with a sense of urgency to support customers and team.

  • Meet and greet clients and visitors upon arrival, offer drinks and refreshments and have their name on the TV screen
  • Field and respond to inbound client requests as the first point of contact with the firm
  • Answer the phones and create a positive experience for clients and prospects calling in
  • Run the Padres tickets process
  • Prepare conference room and agendas for client and prospect meetings.
  • Coordinate logistics for lunch meetings.
  • Make sure the office runs smoothly at all times
  • Ensure all office supplies are fully stocked
  • Ensure birthday cards, greeting cards and holiday cards are stocked
  • Order snacks for clients and the team and ensure the fridge is stocked
  • Prepare the coffee
  • Ensure the office looks and feels clean. Maintain professional appearance of office common areas including supply cabinet, filing cabinets, conference rooms and kitchen.
  • Maintain an up to date manual of business processes and procedures
  • Prepare new hire paperwork and run the process when we hire

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

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