Administrative Assistant

Ultimate Staffing Services; Carlsbad (CA); On-site; USD 27,552 - 34,440; Full time

Job summary

Ultimate Staffing Services in Carlsbad, CA is looking for an organized Administrative Assistant to support daily office operations, manage calendars, coordinate communications, prepare documents, and serve as a primary point of contact for staff, clients, and vendors.

The ideal candidate is detail-oriented, adaptable, and capable of handling confidential information with discretion, while working independently and collaboratively across departments using Microsoft Office Suite.

Qualifications

• Strong organizational, time management, and multitasking skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, 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.

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

Strong organizational, time management

Microsoft Office Suite proficiency

Written & verbal communication

Attention to detail & discretion

Independent & collaborative work

Education

High school diploma or equivalent

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