Administrative Assistant

Ultimate Staffing; Carlsbad (CA); On-site; USD 40,000 - 50,000; Full time

Job summary

Ultimate Staffing is seeking an Administrative Assistant in Carlsbad, CA to provide essential office support and clerical functions. The role focuses on scheduling, communications, recordskeeping, and assisting with daily office tasks in a fast-paced environment.

The ideal candidate will be organized, detail-oriented, and capable of handling multiple priorities while delivering quality service to staff and visitors. Proficiency in Microsoft Office and strong communication skills are required.

Qualifications

• High school diploma or equivalent.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Attention to detail and accuracy.
• Ability to prioritize tasks and manage multiple responsibilities.

Responsibilities

• Answer and direct phone calls, emails, and other correspondence.
• Schedule appointments, meetings, and maintain calendars.
• Prepare, edit, and distribute reports, presentations, and other documents.
• Maintain filing systems, records, and databases.
• Order and manage office supplies and equipment.
• Coordinate travel arrangements and expense reporting as needed.
• Assist with data entry, recordkeeping, and general administrative tasks.
• Greet visitors and provide excellent customer service.
• Organize meetings, prepare agendas, and take meeting notes when required.
• Support managers and team members with special projects and administrative needs.
• Maintain confidentiality of company information and records.

Skills

Organizational Skills

Time-management

Verbal communication

Written communication

Attention to detail

Multitasking

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

The Administrative Assistant provides administrative and clerical support to ensure the efficient operation of the office. This role is responsible for managing schedules, coordinating communications, maintaining records, and assisting with daily office functions. The ideal candidate is organized, detail-oriented, and capable of handling multiple tasks in a fast-paced environment.

Key Responsibilities

• Answer and direct phone calls, emails, and other correspondence.
• Schedule appointments, meetings, and maintain calendars.
• Prepare, edit, and distribute reports, presentations, and other documents.
• Maintain filing systems, records, and databases.
• Order and manage office supplies and equipment.
• Coordinate travel arrangements and expense reporting as needed.
• Assist with data entry, recordkeeping, and general administrative tasks.
• Greet visitors and provide excellent customer service.
• Organize meetings, prepare agendas, and take meeting notes when required.
• Support managers and team members with special projects and administrative needs.
• Maintain confidentiality of company information and records.

Qualifications

• High school diploma or equivalent.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Attention to detail and accuracy.
• Ability to prioritize tasks and manage multiple responsibilities.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.