Administrative Assistant

We are seeking a dynamic and highly organized Administrative Assistant to join our team. In this vital role, you will provide comprehensive administrative support to senior executives, ensuring smooth daily operations and efficient project execution. Your proactive approach, exceptional organizational skills, and ability to manage multiple priorities will help drive our organizational success. This position offers an exciting opportunity to be at the heart of our leadership team, facilitating communication, coordinating projects, and managing essential office functions with enthusiasm and professionalism.

Key Responsibilities

Executive Support

• Provide direct administrative support to multiple executives, including calendar management, meeting coordination, and travel arrangements
• Prepare executive-level reports, presentations, and correspondence
• Manage incoming communications and prioritize responses appropriately
• Maintain strict confidentiality of sensitive business information
• Organize executive documents, files, and internal records

Sales Department Support

• Assist in preparing sales presentations, proposals, and client documentation
• Maintain CRM records and ensure data accuracy
• Track sales metrics and generate performance reports
• Coordinate client meetings, follow-ups, and documentation
• Support contract preparation and sales administration tasks

Marketing Department Support

• Create and edit marketing materials and branded presentations using Canva
• Draft and schedule social media posts across platforms
• Assist with campaign coordination and marketing reporting
• Maintain organized digital marketing assets and content libraries
• Support email communications and content updates

Administrative & Operational Support

• Maintain organized digital filing systems and document control
• Draft, edit, and proofread internal and external communications
• Coordinate cross-department meetings and track action items
• Assist with research, reporting, and process documentation
• Support special projects and company-wide initiatives

Qualifications

• 3-5 years of proven experience in an administrative support or office management roles with strong organizational skills.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong written and verbal communication skills
• Exceptional attention to detail and organizational ability
• High level of professionalism, discretion, and confidentiality
• Self-motivated, dependable, and solutions-oriented
• Familiarity with QuickBooks for bookkeeping tasks; experience with basic financial record keeping is a plus.
• Ability to manage multiple projects simultaneously while maintaining attention to detail under tight deadlines.

Preferred Attributes

• Understanding of Distribution or Manufacturing processes
• Experience with Quickbooks or other accounting software
• Experience with projects management
• Exposure to sales or marketing operations
• Strong reporting and data organization skills
• Ability to work independently while collaborating across teams

Benefits and amenities:

Our office location offers a variety of amenities to help you stay well and enjoy your workplace.

• On-site Yoga Studio
• Full-service Gym with Shower Facilities
• Wellness Room
• On-Site Café
• Unwind and play a game of corn hole and enjoy the regulation-size Bocce ball court and putting green
• Game Room & Lounge
• EV charging station on site
• Paid time off
• Health Insurance
• Dental/Vision

Job Types: Full-time, Part-time

Pay: $22.00 - $25.00 per hour

Experience:

• Executive administrative support: 4 years (Required)
• Microsoft Excel: 5 years (Required)
• Project management: 2 years (Preferred)

Ability to Commute:

• Irvine, CA 92612 (Required)

Work Location: In person