Administrative Assistant

18 hours ago

Carlsbad, United States WOTM - Partners Professional Full time
Job DescriptionJob Description

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).
Company DescriptionOur Professional Division works with clients as a stakeholder in their hiring strategy and process. We facilitate a solid match for our employees and clients, examining the experience and team dynamics required for a great match. Our professional team was handpicked from 25 years of recruiting and staffing experience to build our Professional team to be the best in the industry. We focus on professional placements in your Executive Placement, Accounting & Finance, Human Resources, and Administrative Support areas. We place candidates leveraging direct hire, contract-to-hire, contingent, and “Smart Hire” modalities.Company DescriptionOur Professional Division works with clients as a stakeholder in their hiring strategy and process. We facilitate a solid match for our employees and clients, examining the experience and team dynamics required for a great match. Our professional team was handpicked from 25 years of recruiting and staffing experience to build our Professional team to be the best in the industry. We focus on professional placements in your Executive Placement, Accounting & Finance, Human Resources, and Administrative Support areas. We place candidates leveraging direct hire, contract-to-hire, contingent, and “Smart Hire” modalities.

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