Administrative Support Specialist

About Us

We are a small, tight-knit consulting firm that has been serving enterprise clients for over 20 years. Our team is passionate about delivering customer-first solutions while fostering a collaborative and supportive work environment. We are committed to stable, sustainable growth, and many of our team members have been with us long-term, reflecting the strong culture and dedication we uphold.

Our employees love what they do, and we invest in a workplace where talent thrives, contributions are valued, and careers flourish.

Why Join Us?

• Work-life balance: a company culture that prioritizes work-life balance for all employees.
• Comprehensive benefits: medical, dental, and vision coverage; paid time off that grows with tenure; paid sick leave; and a 401(k) with a 50% company match on the first 8%.
• Supportive culture: work with a team that values collaboration, mentoring, and continuous learning.
• ● Growth opportunities: room to grow your role and skills as the company continues to expand.

About the Role

We are seeking a highly organized, detail-driven Administrative Support Specialist to support our IT team. This role is ideal for someone who takes pride in accuracy and follow-through, follows established processes closely, communicates clearly, and looks for ways to help before being asked. A significant part of the work is recurring, detail-critical reporting and coordination, so precision and consistency matter as much as speed. Meticulous attention to detail is essential.

Key Responsibilities

• Answer incoming calls and route them appropriately, maintaining a professional, customer-focused tone.
• Manage complex scheduling and calendar coordination across multiple people, including meetings, engineer scheduling, and team activities, while accounting for conflicts, dependencies, and time zones.
• Prepare recurring internal reports (such as monthly billable and utilization reports) to a high standard of accuracy, following documented processes and checklists precisely.
• Maintain accurate records and tasks across our systems (Monday.com, ConnectWise, Float, and Microsoft 365), including creating and updating tickets and tracking time entries.
• Assist in planning and coordinating internal and external IT events and tradeshows, including vendor interactions and logistical support.
• Anticipate needs and flag issues early by spotting what's missing, following through to completion, and confirming work is truly done before it's handed off.
• Handle ad-hoc tasks and requests that don't have a documented process by researching options, thinking through the approach, and bringing a recommendation rather than just a question.
• Provide additional administrative support to keep the team organized and efficient.

Required Qualifications

• 4+ years of experience in an administrative, office coordinator, or similar support role.
• Residence within 65 miles of our Palm Desert, CA office
• Prior experience managing calendars, scheduling meetings, and coordinating events, ideally within an IT or technology organization.
• Exceptional attention to detail and accuracy, with the ability to follow documented processes and multi-step instructions precisely.
• Meticulous attention to detail, strong organizational skills and the ability to stay focused and manage multiple priorities in a deadline-driven environment.
• Advanced Excel skills, including formulas and data analysis, and strong proficiency in Outlook for professional communication and calendar management.
• A proactive, self-directed approach: anticipates needs, follows through, and double-checks work before it goes out.
• Comfortable working through unfamiliar tasks independently, with the ability to research, evaluate options, and propose a path forward before escalating.
• Excellent verbal and written communication skills, with a customer-service mindset and a professional phone presence.

Preferred Qualifications

• Familiarity with Monday.com, ConnectWise, or Float.
• Experience supporting IT teams or technical staff.
• Familiarity with supporting sales processes in an administrative capacity.
• Prior experience coordinating with vendors or service providers.

Pay: $28.00 - $32.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Please confirm that you live within 65 miles of Palm Desert, CA (92260).

Experience:

• Administrative Support: 4 years (Preferred)

Work Location: In person