Administrative Assistant

Administrative Assistant

The Administrative Assistant supports Plumb's day-to-day front office and administrative operations, ensuring a professional, organized, and client-focused environment. This role is responsible for maintaining the efficiency of the La Jolla office, managing all incoming and outgoing mail, and providing high-level administrative support to the executive and operations teams.

This position is replaceable by design — built to create structure, documentation, and consistency so the work can continue seamlessly regardless of who performs it. The ideal candidate is proactive, resourceful, and detail-driven, anticipating needs before they arise and taking pride in keeping the business running smoothly.

Work hours fall between 8:00 AM and 5:00 PM PST, determined by office and operational needs.

Key Responsibilities

• Serve as the first point of contact for staff, guests, and executives. Maintain a professional and welcoming environment.
• Oversee daily front-office operations including phones, mail, supplies, and vendor coordination.
• Support executive scheduling, travel, and administrative needs.
• Coordinate document handling, including printing, scanning, shipping, and routing approvals.
• Manage incoming and outgoing mail. Ensure checks and deposits are processed accurately and on time.
• Maintain organized office systems, logs, and records to support efficiency.
• Assist with event logistics, meeting preparation, and office upkeep.
• Uphold confidentiality and accuracy in all administrative and financial tasks.
• Provide general administrative support across departments and take on special projects as assigned.

Qualifications & Skills

• 2+ years of administrative experience in a professional setting.
• Exceptional organizational skills and attention to detail.
• Clear, polished communication in both written and verbal form.
• Strong time management and ability to handle multiple priorities.
• Proficient in Microsoft Office 365 (Word, Excel, PowerPoint, Teams, Outlook).
• Dependable, proactive, and solution-oriented.
• Professional demeanor and commitment to confidentiality.

Performance Expectations

• Maintain an organized, client-ready office environment.
• Process mail, deposits, and documentation within 24 hours of receipt.
• Respond to internal and external inquiries within one business day.
• Complete administrative tasks on schedule and with precision.
• Demonstrate accountability, reliability, and clear communication.