Administrative Assistant

Administrative Assistant

We are looking for a dependable Administrative Assistant to support daily office operations in Costa Mesa, California. This contract-to-permanent position is ideal for someone who enjoys keeping a workplace organized, welcoming, and running efficiently while providing administrative support across a busy office. The person in this role will serve as a key point of contact for front desk activity, office coordination, and staff support, helping ensure meetings, supplies, records, and day-to-day requests are handled smoothly.

Responsibilities:

• Oversee front desk and general office activities, creating a well-organized and welcoming environment for employees, clients, and visitors.
• Maintain inventory for office materials, kitchen items, and refreshments by tracking usage, placing orders, and restocking deliveries.
• Handle incoming, outgoing, and internal document flow, including preparing mailings and coordinating trips to postal and courier locations when needed.
• Support file organization and tax-related document administration by maintaining accurate records and ensuring materials are properly routed and stored.
• Coordinate workspace logistics for employees, including badges, keys, and other office access or seating needs.
• Provide first-level assistance for minor technology issues and connect staff with appropriate support teams for more complex needs.
• Organize meeting, training, and event logistics by arranging rooms, preparing materials, managing food orders, and assisting with setup and cleanup.
• Inspect conference rooms regularly to confirm they are clean, stocked, functional, and ready for upcoming schedules.
• Process and reconcile meal-related receipts and similar administrative expenses with accuracy and timeliness.
• Respond proactively to daily administrative requests and assist with special assignments or office projects as directed by leadership.