Administrative Assistant

Ultimate Staffing Services; Aliso Viejo (CA); On-site; USD 36,000 - 41,000; Full time

Benefits offered by this job

Onsite catered lunches

Job summary

Ultimate Staffing Services seeks an energetic Administrative Assistant for a Financial Investment firm in Aliso Viejo, CA. This fully onsite role offers an upscale office with an onsite chef providing catered lunches; no remote or hybrid options are available.

Responsibilities include front office duties, mail and shipments, office and kitchen management, and general administrative tasks with occasional support to accounting and engagement programs.

Qualifications

• Experience greeting guests and handling calls.
• Manage mail, shipments, and message routing.
• Oversee office and kitchen supplies and lunches.
• Physical requirements include standing, stairs, lifting up to 20 lbs.
• Ability to work fully onsite in Aliso Viejo, CA.

Responsibilities

• Greet guests, screen calls, and route messages.
• Receive mail/packages, prepare shipments via FedEx.
• Maintain kitchen and supply inventory across two floors.
• Assist with lunch setup and post-lunch cleanup.
• Perform general admin including filing, data entry, and data management.
• Collect and upload financial receipts for Accounting.
• Assist with scanning death certificates.
• Support employee engagement programs.

Skills

Front Office

Communication

Autonomy

Executive Presence

Professional Demeanor

Job description

Salary: USD26 - USD30 per hour

We are seeking an energetic and proactive Administrative Assistantfor a Financial Investment firm based in Aliso Viejo, CA. You will have the opportunity to work in a newly renovated and upscale office environment with an onsite chef that provides catered lunches!

*NOTE* : This position is fully onsite 5-days a week in Aliso Viejo, CA (NO remote or hybrid options available)

Responsibilities:

Front Office & Communication

• Serve as the primary point of contact by professionally greeting guests, answering, screening, and routing incoming calls, and managing accurate message-taking.
• Receive, sort, and distribute incoming mail and packages; prepare and send outgoing shipments via FedEx.

Office & Facilities Management

• Maintain full stock of kitchen supplies, refrigerators, and snack stations across both office floors on a daily basis.
• Manage kitchen sanitation, including the loading, running, and unloading of dishwashers.
• Oversee office and kitchen supply inventory to ensure reorders are placed proactively.
• Assist with daily company-provided lunch, including complete setup and post-lunch cleanup.
• Maintain tidiness in the kitchens and common areas.
• Provide ad-hoc administrative support to management as needed.
• Perform general administrative tasks, including physical and digital filing, data entry, and spreadsheet management.
• Collect and upload financial receipts for the Accounting department.
• Assist with scanning, uploading, and following up on death certificates.
• Assist with employee engagement and recognition programs, including milestone cards and birthday desk decorations.
• Perform miscellaneous administrative duties as business needs require.

Physical Requirements

Note: This position requires a higher level of physical activity than a traditional desk job. Candidates must be comfortable on their feet for extended periods and capable of performing the following physical tasks:

• Managing a multi-level office environment, which includes frequently walking up and down stairs between two floors.
• Reaching, bending, and stocking items within upper and lower kitchen and supply cabinets.
• Lifting, carrying, and maneuvering bankers' boxes containing files and policies weighing up to 20 lbs.

Candidate Qualifications & Soft Skills

• Professional Demeanor: Friendly, approachable, and able to project a positive company image to clients, visitors, and staff.
• Communication: Excellent verbal and written communication skills across all organizational levels.
• Autonomy: A self-starter who demonstrates effective critical thinking, works independently with minimal oversight, and takes initiative.
• Executive Presence: The poise and confidence required to interact professionally and effectively with C-level executives.