We are looking for an experienced, reliable, resourceful and task-oriented Administrative Assistant to support the Chief Executive Officer (Company owner) and perform a variety of administrative and operational tasks to support our growing business. Duties of the Administrative Assistant include providing support to the CEO, managers, employees and contractors, assisting in daily office needs and managing our company’s general administrative activities. The ideal candidate is proactive go-getter, highly self-motivated, professional, and capable of managing the workload and prioritizing tasks.
Responsibilities
- Answer and direct phone calls
- Organize and schedule appointments
- Manage extremely active calendars
- Plan meetings and take detailed minutes
- Write and distribute email, correspondence memos, letters, faxes and forms
- Assist in the preparation of regularly scheduled reports
- Develop and maintain a filing system
- Update and maintain office policies and procedures
- Uphold a strict level of confidentiality
- Help CEO maintain sponsors, investor and partner relationships and aid with other tasks as needed.
- Maintain contact lists
- Book travel arrangements
- Submit and reconcile expense reports
- Act as the point of contact for internal and external clients
- Prioritize conflicting needs, handle matters expeditiously and proactively
- Other responsibilities as assigned
Requirements
- Proven experience as an administrative assistant, virtual assistant or office admin assistant
- Strong interpersonal skills and sense of urgency
- Knowledge of office management systems and procedures
- Proficiency in Google Docs (Google Sheets in particular) and MS Office (Word, Excel, PowerPoint), with an ability to become familiar with organization- specific programs and software.
- Excellent time management skills and the ability to prioritize work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills, including spelling, grammar, punctuation, and telephone skills.
- Strong organizational skills with the ability to multi-task
- Ability to maintain a high level of confidentiality and discretion
- Enjoys and promotes a productive, respectful, and collaborative work environment, adding to the company’s positive culture
- Effective team player with excellent interpersonal skills, including the ability to communicate diplomatically, compassionately, and professionally with diverse individuals.
- High school diploma, G.E.D. or equivalent required; some college level business courses or vocational training helpful.
This role is initially part time (somewhat flexible hours), hybrid remote (with some in-person meetings and tasks required) and potential to become full time basis for the right candidate. The main location is in Shelter Island area of San Diego Bay (92106 zip code) with some in-person meetings in North County area (Del Mar and Rancho Santa Fe).