Administrative Assistant

Ultimate Staffing; Carlsbad (CA); On-site; USD 25,000 - 29,000; Full time

Job summary

Ultimate Staffing is seeking an Administrative Assistant to support their client's team in California. The role involves answering calls, scheduling meetings, preparing documents, and maintaining filing systems to ensure smooth office operations.

The ideal candidate has 1+ years of administrative or customer service experience and proficiency with Microsoft Office. Strong communication, organization, and confidentiality are essential.

Qualifications

• High school diploma or equivalent required; Associate's degree preferred.
• 1+ years of administrative, office support, or customer service experience preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong written and verbal communication skills.
• Excellent organizational and time management skills.
• Ability to prioritize tasks and manage multiple responsibilities.
• Attention to detail and accuracy.
• Ability to maintain confidentiality and professionalism.

Responsibilities

• Answer and direct phone calls, emails, and other communications.
• Schedule meetings, appointments, and maintain calendars.
• Prepare correspondence, reports, presentations, and other documents.
• Maintain filing systems, records, and databases.
• Process incoming and outgoing mail and packages.
• Order office supplies and manage inventory.
• Coordinate travel arrangements and meeting logistics.
• Assist with data entry, reporting, and recordkeeping.
• Support special projects and administrative tasks as assigned.
• Provide excellent customer service to employees, clients, and visitors.

Skills

Communication skills

Organizational skills

Time management

Prioritization

Attention to detail

Confidentiality

Customer service

Education

High school diploma or equivalent

Associate's degree preferred

Tools

Microsoft Office Suite

Job description

Responsibilities

Administrative Assistant Position Overview

Ultimate Staffing Services is actively seeking a dedicated and organized Administrative Assistant to join their client's team in California. This role requires an individual who excels in providing comprehensive administrative support and can ensure the smooth operation of office functions.

• Answer and direct phone calls, emails, and other communications.
• Schedule meetings, appointments, and maintain calendars.
• Prepare correspondence, reports, presentations, and other documents.
• Maintain filing systems, records, and databases.
• Process incoming and outgoing mail and packages.
• Order office supplies and manage inventory.
• Coordinate travel arrangements and meeting logistics.
• Assist with data entry, reporting, and recordkeeping.
• Support special projects and administrative tasks as assigned.
• Provide excellent customer service to employees, clients, and visitors.

Qualifications

• High school diploma or equivalent required; Associate's degree preferred.
• 1+ years of administrative, office support, or customer service experience preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong written and verbal communication skills.
• Excellent organizational and time management skills.
• Ability to prioritize tasks and manage multiple responsibilities.
• Attention to detail and accuracy.
• Ability to maintain confidentiality and professionalism.

Additional Information

• Pay Range: $18 - $21 per hour
• Work Hours: 8:00 AM - 5:00 PM, Monday - Friday

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.