Office Manager & Administrative Assistant; La Jolla

The Office Manager & Administrative Assistant will be responsible for office management (reception, stocking, day-to-day operations, etc.), supporting the assigned executive(s) and administrative support tasks (travel booking, credit card management, document management, etc.) as assigned.

• Monitoring office supplies and ordering new stationery, furniture, appliances, electronics, food and beverages as required.
• Receiving visitors and deliveries and managing the security and access cards of the office and parking.
• Organizing maintenance companies to keep the office clean and safe.
• Day-to-day operations including, but not limited to, basic cleaning (pick-up trash, wash dishes, etc.), push in chairs, erase whiteboards, open/close blinds, turn TVs on/off, set up for meetings in advance, event coordination, answering and responding to calls/emails, etc.
• Keep executive(s) updated on happenings and reminders of events and schedules.

• Coordinate work and personal calendar. Including scheduling, rescheduling, making reservations, coordinating delivery/service, etc.
• Maintain up-to-date records of personal information for completion of applications or legal documents.
• Responsible for document scanning, reproduction, duplication, collation, binding, signature obtainment, and delivery of work products.
• Take notes, translating and summarizing meetings and calls.

• Preparation and delivery of meeting materials.
• Credit card reconciliation and management, including daily or month-end tasks as assigned by Accounting.
• Travel booking for various departments of the group. Enforcement of policies and administration of the travel agent portal.
• Assistance with expense reports, including review and policy reminders.
• Maintain accurate and organized timekeeping records.
• Other tasks as assigned by support departments (approved by executive), including Accounting, HR, legal, etc.

• 3+ years of related experience.
• Must be able lift and move 25 lbs.
• Bachelor’s degree focused on administration or a related field.

• Must be detail oriented, organized and can multitask.
• Must have excellent written and verbal communication skills (English required; Spanish a plus).
• Must have good judgment, be self-motivating, take initiative, and be a team player.
• Must have excellent customer service skills and business etiquette.
• Must be able to handle sensitive data, maintain confidentiality when required.
• Ability to be a self-starter in low periods of business cycle activity, take initiative to find useful endeavors that serve the office and executive(s) well.
• Punctual attendance and response time to executive(s) messages.

We are an Equal Opportunity Employer and comply with all applicable federal, state, and local employment laws. We do not discriminate on the basis of race, religion, color, national origin, ancestry, citizenship status, sex (including pregnancy, childbirth, breastfeeding, and related medical conditions), gender, gender identity, gender expression, sexual orientation, marital status, age, physical or mental disability, medical condition, genetic information, military or veteran status, reproductive health decision‑making, or any other status protected by applicable law.

This position is classified as non-exempt and eligible for overtime in accordance with California law.