Administrative Assistant/Office Manager

The Administrative Assistant/Office Manager supports the West regional EVP, President in the Carlsbad office and oversees administration of the regional offices including Carlsbad.

Responsibilities:

• Support President goals by anticipating needs and driving administrative results
• Schedule and organize activities such as meetings, travel, and department activities for the office

• HR Liaison, on boarding, ensure correct equipment for new employee is ordered and available for questions, concerns, and problems that new employee may have

• Work with IT for group meetings, be available for IT check on equipment

• Miscellaneous office requests, concerns, needs, work with IT, schedule requests for Landlord, troubleshoot issues

• Keep track of and order (as needed) office supplies

• Efficiently manage G&A budget for office(s) and oversee for entire region

• Code office invoices, obtains a manager sign-off (as needed) and send to accounting for payment

• Primary responsibility for office staff functions including ensuring strong office morale

• Organize and prioritize efficiency of office and department and manage coverage (including doing it oneself) of receptionist
• Sort and distribute mail; open mail for Executives and determine level of priority, redirect as required
• Assist Executives in the management of their schedule; Excellent calendar management skills required
• Work independently and within a team on special, nonrecurring, and ongoing projects.
• Type and design general correspondences, memos, charts, tables, graphs, business plans, etc.
• Prepare meeting materials including PowerPoint presentations, informational binders, folders, etc.
• Maintain general files including other confidential information
• Coordinate meetings, both internal and external, including food and audio / visual equipment
• Greet external guests
• Assist in general administrative duties
• May assist in additional projects as needed

Qualifications:

• A BA/BS undergraduate degree
• Minimum three to five years’ experience in administrative support at the Executive level
• Ability to handle confidential information
• Strong attention-to-detail and organization; able to focus on multiple tasks simultaneously
• Proven ability to interact successfully with multiple levels of the organization
• Excellent verbal & written communication skills (both internal & external customers)
• Must exhibit good judgment and decision making
• Must possess good analytical skills and problem-solving abilities