Administrative Assistant

Ultimate Staffing Services; Carlsbad (CA); On-site; USD 28,000 - 34,000; Full time

Job summary

Ultimate Staffing Services is seeking an organized Administrative Assistant to support daily office operations in Carlsbad, CA. The role involves managing calendars, coordinating communications, maintaining records, and ensuring a smooth workflow.

The ideal candidate handles diverse tasks with discretion, communicates effectively with employees, clients, and vendors, and can support multiple departments while maintaining confidentiality.

Qualifications

• High school diploma or equivalent.
• Strong organizational, time management, and multitasking skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint).
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to handle sensitive information with discretion.
• Ability to work independently and collaboratively in a team environment.
• Previous administrative, office support, or receptionist experience.
• Familiarity with scheduling systems, databases, and CRM platforms.
• Experience supporting multiple departments or executives.
• Basic troubleshooting skills for office equipment and technology.

Responsibilities

• Manage calendars, schedule meetings, and coordinate appointments.
• Prepare, edit, and format documents, presentations, reports, and correspondence.
• Serve as a primary point of contact for employees, clients, and vendors.
• Maintain organized filing systems (digital and physical) with a high level of accuracy and confidentiality.
• Coordinate travel arrangements, itineraries, and expense reporting.
• Monitor and maintain office supplies, equipment, and overall office organization.
• Assist with employee onboarding activities and administrative support across departments.
• Support meeting logistics, including room scheduling, material preparation, and follow-up tasks.
• Answer and direct phone calls, emails, and other communications.
• Perform general administrative duties and special projects as assigned.

Skills

Organizational skills

Time management

Multitasking

Education

High school diploma

Tools

Microsoft Office

Job description

Salary: USD20 - USD25 per hour

Pay: $20.00 - $25.00 per hour, depending on experience

Position Summary

Ultimate Staffing is seeking an organized and proactive Administrative Assistant to support daily office operations. This role is responsible for managing schedules, coordinating communications, maintaining accurate records, and ensuring a smooth and efficient workflow. The ideal candidate is detail-oriented, adaptable, and able to handle a wide range of administrative tasks with professionalism and confidentiality.

Key Responsibilities

• Manage calendars, schedule meetings, and coordinate appointments
• Prepare, edit, and format documents, presentations, reports, and correspondence
• Serve as a primary point of contact for employees, clients, and vendors
• Maintain organized filing systems (digital and physical) with a high level of accuracy and confidentiality
• Coordinate travel arrangements, itineraries, and expense reporting
• Monitor and maintain office supplies, equipment, and overall office organization
• Assist with employee onboarding activities and administrative support across departments
• Support meeting logistics, including room scheduling, material preparation, and follow-up tasks
• Answer and direct phone calls, emails, and other communications
• Perform general administrative duties and special projects as assigned

Qualifications

Required

• High school diploma or equivalent
• Strong organizational, time management, and multitasking skills
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint)
• Excellent written and verbal communication skills
• Strong attention to detail and ability to handle sensitive information with discretion
• Ability to work independently and collaboratively in a team environment

Preferred

• Previous administrative, office support, or receptionist experience
• Familiarity with scheduling systems, databases, and CRM platforms
• Experience supporting multiple departments or executives
• Basic troubleshooting skills for office equipment and technology

Physical Requirements

• Ability to sit and work at a computer for extended periods
• Occasional lifting of office supplies and materials up to 25 pounds
• Ability to move throughout the office as needed to support daily operations