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Administrative Assistant

1 month ago

Carlsbad, United States Partners Personnel Full time

We are seeking a highly skilled and proactive Administrative Assistant to support the CEO of a marketing agency based in Carlsbad, CA. Position is 100% onsite, TTH with a compensation range of $35.00-$40.00/hr. D.O.E.


Key Responsibilities:

  • Manage day-to-day office operations, including answering phones, handling correspondence, and organizing CEOs schedules (Outlook Calendar & Cozy).
  • Prepare and edit documents, reports, and presentations using PowerPoint presentations, Excel & Box.
  • Schedule meetings via Zoom and manage & maintain CEOs 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 (via Smartsheets).
  • Handle incoming and outgoing mail, including courier services.
  • Ensure that all office equipment is operational and arrange for necessary repairs and maintenance (w/Apple Business or IT Consultant).
  • Assist with Gusto payroll, invoice processing and basic bookkeeping tasks as needed 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.


Qualifications:

  • 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 START UP.
  • Skills: Must be MacOS proficient, utilize Microsoft Office Suite and familiarity with office management software such as Smartsheet, Gusto, Harvest, etc. Experience with scheduling tools (i.e. Cozy, Outlook) are 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.


Work Environment:

  • Some occasional overtime or weekend work may be required for specific projects or events.
  • Must be comfortable working onsite M-F in an ADU (office space unit added to primary residence).