Job Position: Administrative Assistant

Job Location: Solana Beach, CA

Position Summary:

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

Qualifications

• Must have 3-5 years of administrative experience in a professional office setting
• Advanced skills using Adobe and Microsoft Office (i.e. Word, Excel, PowerPoint, Outlook, SharePoint, and Microsoft Teams)
• Excellent interpersonal skills and professional demeanor
• Exceptional organization and time-management skills
• Experience in managing confidential information and maintaining discretion
• Exceptional multitasking abilities, with strong attention to details
• Flexibility and adaptability to changing priorities and deadlines
• Excellent customer service skills
• Ability to work independently, team player, take initiative, set priorities, and anticipate needs.
• Demonstrated high-level of confidentiality and discretion
• Strong analytical and decision-making skills
• Ability to maintain effective working relationships, professional demeanor, and attitude
• Time Management – must be able to manage time effectively.
• Ability to work independently or in a team environment

Physical Requirements:

• Ability to remain seated for extended periods (50% of the time).
• Ability to alternate between sitting, standing, and walking as needed.

Work Schedule:

• Full-Time | Monday–Friday (8 hours/day)
• On-Site Only: This role requires daily attendance at our Solana Beach headquarters.

Compensation and Benefits: 

Position type: Full Time

Classification: Non-Exempt 

Hours to Work: Monday through Friday, eight (8) hours per day. Evenings or weekends may be required as job duties demand. 

Pay Rate: $58,000-$63,000/year

Benefits: Medical, Dental, Vision, Life, LTD, 401(k), FSA, Paid Holidays, Sick Leave, and Vacation 

Education: High school diploma or equivalent; additional education is a plus.

Requirement: Must be a US Citizen. Must have a valid driver’s license and reliable transportation.