Office Manager & Administrative Assistant Job at Confidential, San Diego, CA

c3VxMHZzZGp1MDVYM25Ud2p6V2xDT3ZyNFE9PQ==
  • Confidential
  • San Diego, CA

Job Description

Office Manager & Administrative Assistant

Location:

San Diego

General Purpose of the position

The Office Manager & Administrative Assistant will be responsible for office management (reception, stocking, day-to-day operations, etc.), supporting the assigned executive(s) and administrative support tasks (travel booking, credit card management, document management, etc.) as assigned.

Key Responsibilities:

Office Management

  • Monitoring office supplies and ordering new stationery, furniture, appliances, electronics, food and beverages as required.
  • Receiving visitors and deliveries and managing the security and access cards of the office.
  • Organizing maintenance companies to keep the office clean and safe.
  • Day-to-day operations including, but not limited to, basic cleaning (pick-up trash, wash dishes, etc.), push in chairs, erase whiteboards, open/close blinds, turn TVs on/off, set up for meetings in advance, event coordination, answering and responding to calls/emails, etc.
  • Keep executive(s) updated on happenings and reminders of events and schedules.

Support of Assigned Executive(s)

  • Coordinate work and personal calendar. Including scheduling, rescheduling, making reservations, coordinating delivery/service, etc.
  • Maintain up-to-date records of personal information for completion of applications or legal documents.
  • Responsible for document scanning, reproduction, duplication, collation, binding, signature obtainment, and delivery of work products.
  • Take notes, translating and summarizing meetings and calls.

Administrative Support Tasks

  • Preparation and delivery of meeting materials.
  • Credit card reconciliation and management, including daily or month end tasks as assigned by Accounting.
  • Travel booking for various departments of the group. Enforcement of policies.
  • Assistance with expense reports, including review and policy reminders.
  • Maintain accurate and organized timekeeping records.
  • Other tasks as assigned by support departments (approved by executive), including Accounting, HR, legal, etc.

Qualifications:

  • 1-3+ years of related experience.
  • Proficient computer skills including MS Office (MS Word, MS Excel, MS PowerPoint, Outlook).
  • Must be able lift and move 50 lbs.
  • Bachelor’s degree focused on administration or a related field.

Desirable Requirements

Border SENTRI

Skills Assessments

  • Must be detail oriented, organized and can multitask.
  • Must have excellent written and verbal communication skills (English required; Spanish a plus).
  • Must have good judgment, be self-motivating and take initiative and be a team player.
  • Must have excellent customer service skills and business etiquette.
  • Must be able to handle sensitive data, remaining confidentiality when required.
  • Ability to be a self-starter in low periods of business cycle activity, take initiative to find useful endeavors that serve the office and executive(s) well.
  • Punctual attendance and response time to executive(s) messages.

Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, or disability status.

Job Tags

Similar Jobs

Pyramid Consulting, Inc

Research Associate II Job at Pyramid Consulting, Inc

 ...Immediate need for a talented Research Associate II . This is a 12+Months contract opportunity with long-term potential and is located...  ...Discovery Pathology is seeking a qualified individual to assist with the execution and analysis of microscopy-based cell, organoid... 

Westminster

Maintenance Manager Job at Westminster

 ...lovely grounds featuring mature shade trees, playground, and picnic center complete with gazebo. Join Our Team as a Property Maintenance Manager Lead the Way in Property Maintenance! Are you ready to make a real impact and showcase your leadership skills in property... 

Logenix International

Logistics Coordinator Job at Logenix International

 ...Company Description: Logenix International is a distinguished logistics provider specializing in humanitarian aid, disaster relief, development infrastructure, global health programs, and high-profile U.S. Government-funded projects. Over the past 20 years, Logenix has... 

TransPerfect Health

Occupational Therapist, PRN or Part-time | Milledgeville, GA Job at TransPerfect Health

 ...wellness to facilitate positive outcomes and fiscal success. Currently, we are seeking an OT that wants to work either PRN or part-time at Bostick Nursing Center in Milledgeville, Georgia. What do our staff at Bostick say? " Bostick is a great place to work where... 

adidas

Screen Print Specialist Job at adidas

 ...setup and teardown process. While unloading during the run, the print specialist will be responsible for ensuring quality standards are...  ...Qualifications: High school Diploma or equivalent Previous Screen Print Press operating experience REQUIRED adidas celebrates...