Administrative Assistant

Ultimate Staffing Services; Carlsbad (CA); On-site; USD 26,000 - 29,000; Full time

Job summary

Ultimate Staffing Services in Carlsbad is seeking a detail-oriented Administrative Assistant to join a busy client team. You will support daily office operations, handle calls, schedule meetings, and maintain filing systems to ensure smooth workflow.

Applicants should have proven experience in an office setting, strong MS Office skills (Excel and PowerPoint), excellent communication, time management, and the ability to multi-task in a dynamic environment.

Qualifications

• Proven experience as an administrative assistant or office admin.
• Knowledge of office management systems and procedures.
• Proficiency in MS Office, especially Excel and PowerPoint.

Responsibilities

• Provide administrative support to ensure efficient operation of the office.
• Answer and direct phone calls, organize and schedule meetings and appointments.
• Maintain contact lists and produce and distribute correspondence memos, letters, faxes, and forms.
• Assist in the preparation of regularly scheduled reports.
• Develop and maintain a filing system and update and maintain office policies and procedures.
• Order office supplies and research new deals and suppliers.
• Act as the point of contact for internal and external clients.
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers.

Skills

Time management

Attention to detail

Communication skills

Organizational skills

Prioritization

Tools

MS Excel

MS PowerPoint

MS Word

Job description

Salary: USD19 - USD21 per hour

Position Overview

Ultimate Staffing is actively seeking a detail-oriented Administrative Assistant to join their client’s team in Carlsbad. This role is perfect for someone who thrives in a dynamic environment and is eager to contribute to the smooth operation of an office.

Responsibilities

• Provide administrative support to ensure efficient operation of the office.
• Answer and direct phone calls, organize and schedule meetings and appointments.
• Maintain contact lists and produce and distribute correspondence memos, letters, faxes, and forms.
• Assist in the preparation of regularly scheduled reports.
• Develop and maintain a filing system and update and maintain office policies and procedures.
• Order office supplies and research new deals and suppliers.
• Act as the point of contact for internal and external clients.
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers.

Qualifications

• Proven experience as an administrative assistant or office admin assistant.
• Knowledge of office management systems and procedures.
• Working knowledge of office equipment, like printers and fax machines.
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
• Excellent time management skills and the ability to prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to multi-task.

Required Work Hours

Monday through Friday 8am - 5pm

Pay

• Pay range from $19 to $21 per hour.