Administrative Assistant
18 hours ago
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).
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