We are looking for an Executive Administrator for a local Engineering Integration Company! This role supports the CEO, leadership team, employees, Business & Facilities, and Human Resources.

We are seeking applicants with experience in office management and executive leadership support. Responsibilities include a variety of tasks such as coordinating service providers and vendors, ordering supplies, and collecting and updating data for weekly reports. Some HR responsibility will be included, such as coordinating performance reviews and drafting job offers, or scheduling employee training and onboarding. The role will also include some challenging and creative projects such as overseeing an internship program and coordinating building construction. Supporting the CEO includes managing schedule, administrative tasks, planning travel, and possibly some personal appointments, purchasing, and running errands. It also involves a little creativity and fun such as planning parties and events, arranging gifts and promos. Finally, the role will involve perks and rewards including invitation to exclusive events, and some travel. But most of all, this role will make a noticeable impact on the company, will be the life blood of the office, and will receive constant kudos and thanks from the management and staff.

Job Duties:

• Partner strategically with executive leadership by coordinating within and outside the company to manage highly visible and busy meeting calendars including adding, canceling, and editing meeting requests, as well as ensuring timing and logistical details are in place to maximize the executive team's efforts while acting as a liaison to ensure seamless workflow.
• Coordinate all logistics for travel plans including booking flights, hotels, cars, etc. and planning executive level events, managing detailed itineraries, and adjusting last minute scheduling changes
• Manage multiple projects simultaneously, remind the executive team of various tasks, and provide follow through with quick responsiveness
• Ability to attend staff meetings, take notes and follow-up on outstanding agenda items. Prepare correspondence, including emails, follow-ups, and calendar invites
• Assist with event planning and special projects as needed
• Assist team with budgets, invoices, and expense reports
• Data Entry & Preparing Weekly Reports
• Own all other day-to-day administrative functions for assigned executives including picking up company mail, shipping, running errands, maintaining contacts, and coordinating schedules, and planning offsite team events
• Coordinating vendors and service providers, scheduling basic office maintenance and services
• HR coordination (with the help of external HR advisors) such as scheduling performance reviews, managing resumes and job postings, handling HR Posters, reimbursement forms, sending job offers HR paperwork
• Scheduling and tracking new employee onboarding and introductory training
• Tracking of long- and short-term tasks, reviewing priorities and finishing tasks with reasonable urgency
• All other duties as assigned

Other:

• Identify process improvements to increase efficiency
• Anticipate obstacles and issues, make resolution suggestions, and propose alternatives.
• Customer-centric approach to requests, maintaining a high degree of care to stakeholders and requestors

Skills and Experience Requirements:

• 7-10 years of experience in multiple roles of growing responsibility, such as an Office Coordinator, Admin Assistant, Assistant to Executive, etc.
• High school diploma required
• Experience communicating and coordinating with executive level team members
• Extremely detail-oriented, organized, and able to thrive in a fast-paced, deadline-driven environment
• Excellent planning and organizational skills, verbal, and written communication skills
• Advanced Skills with MS Office Suite Software, especially Microsoft Outlook, Excel, PowerPoint
• Discretion and confidentiality are essential as position deals with highly sensitive and private data.
• Ability to exercise good judgment in a diversity of situations

Other Requirements:

• Valid driver’s license and reliable transportation
• Ability to work in-office full-time in San Diego, CA
• Must be able to lift 5-10 pound objects, 5-10 times per day.
• Prolonged periods sitting at a desk and working on a computer

Preferred Education, Skills & Experience

• Associates or Bachelor’s Degree in Business Administration or related field preferred
• Project Manager experience a plus
• Experience with information management apps such as Salesforce, Zoho, Hubspot, Quickbooks, Asana or similar is a plus