Administrative Assistant

Job Position: Administrative Assistant
Job Location: Solana Beach, CA

Position Summary:
We’re seeking a highly organized and proactive Administrative Assistant to support our leadership team and employees at our Solana Beach headquarters. In this key role, you’ll manage daily office operations, coordinate schedules, organize meetings, and assist with various administrative tasks. You’ll play an essential part in ensuring the office runs smoothly and efficiently.

Key Responsibilities:

• Provide administrative support to the President, Director of Operations, and HR Specialist.
• Manage incoming phone calls, take messages, and redirect calls professionally and promptly.
• Draft correspondence, follow-up emails, and other documents as requested.
• Schedule and coordinate meetings, appointments, and teleconferences; prepare agendas and take meeting minutes.
• Assist with travel arrangements, expense reports, and proposal development.
• Support payroll processing and state tax filings as needed.
• Maintain and organize office files (physical and electronic) with strict confidentiality.
• Monitor and restock office supplies; keep the office and kitchen clean and organized.
• Handle incoming deliveries and distribute mail.
• Perform other administrative duties as assigned to support team success.

Qualifications:

Required Skills and Experience:

• 3-5 years of administrative experience in a professional office setting.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Teams, and Outlook).
• Strong verbal and written communication skills with excellent attention to detail.
• Exceptional organizational and time-management skills; ability to multitask under deadlines.
• Ability to work independently, take initiative, and prioritize tasks to completion.
• Proven dependability and professionalism with the ability to maintain confidentiality.
• Physical Requirements:
• Ability to remain seated for extended periods (50% of the time).
• Ability to alternate between sitting, standing, and walking as needed.

Additional Requirements:

• US Citizenship is required.
• Must have a valid driver’s license and reliable transportation.
• High school diploma or equivalent; additional education is a plus.

Work Schedule

• Full-Time | Monday–Friday (8 hours/day).
• Occasional evenings or weekends may be required based on business needs.
• On-Site Only: This role requires daily attendance at our Solana Beach headquarters.
• What We Offer
• Competitive salary range depending on experience: $55,000-60,000/year.
• Comprehensive benefits: Health, Life, LTD, 401K, FSA, paid vacation, and sick leave.
• A collaborative and dynamic workplace with opportunities to grow and contribute meaningfully.