Administrative Assistant

AgileOne | Merck; San Diego (CA); Vor Ort; USD 28.000 - 39.000; Teilzeit

Zusammenfassung

WorkLLama in San Diego, CA is seeking a part-time, on-site Administrative/Office Coordinator for 20 hours per week. You will greet visitors, manage registrations, oversee conference room scheduling, and coordinate executive calendars, while ensuring smooth daily operations and strict confidentiality.

The role requires 2–4+ years in administrative, office coordination, or hospitality roles, strong communication, and proficiency with Microsoft 365 and video conferencing tools.

Qualifikationen

• 2+ to 4+ years of administrative, office coordination, or hospitality experience in a fast-paced environment.
• Proficiency in Microsoft 365 (Outlook, Word, Excel, Teams) and video-conferencing platforms.
• Excellent written and verbal communication with a strong customer-service mindset.
• Ability to prioritize, anticipate bottlenecks, and solve problems proactively.
• High level of discretion and confidentiality when handling sensitive information.

Aufgaben

• Greet visitors and manage registration and building security compliance.
• Arrange guest parking and escort logistics with internal hosts.
• Maintain a professional reception area and answer inquiries.
• Oversee conference room bookings and optimize room usage across teams.
• Coordinate logistics for site town halls, all-hands meetings, and team events.
• Source food and beverage vendors, collect dietary preferences, oversee setup and cleanup.
• Audit and update office distribution lists to reflect hires, transfers, and departures.
• Keep office bulletin boards, digital signage, and intranet pages up to date.
• Serve as first point of contact for questions about workplace amenities, supplies, and procedures.
• Partner with HR/People teams to prepare workstations, issue badges, and conduct orientation tours.
• Dedicated calendar management for two on-site executive directors

Kenntnisse

Administrative experience

Office coordination

Hospitality experience

Customer service oriented

Strong communication

Tools

Microsoft 365

Outlook

Video conferencing platforms

Jobbeschreibung

Job location: 3050 Science Park Road, San Diego CA 92121

Hours: 20 hrs per week, on-site work

Responsibilities:

• Greet visiting clients, candidates, and partners warmly, ensuring proper visitor registration and building security compliance.
• Arrange guest parking, elevator access passes, and escort logistics with internal hosts prior to scheduled visits.
• Maintain a professional reception area and answer incoming inquiries.
• Oversee shared conference room bookings, resolve scheduling overlaps, and optimize room usage across teams.
• Coordinate logistics for site town halls, all-hands meetings, team offsites, and holiday celebrations.
• Source food and beverage vendors, collect dietary preferences, oversee setup, and manage post-event cleanup.
• Regularly audit and update office distribution lists (DLs) in Outlook to reflect new hires, internal transfers, and departures.
• Keep office bulletin boards, digital signage, and internal intranet pages up to date.
• Act as the first point of contact for employee questions regarding workplace amenities, supplies, and office procedures.
• Partner with HR/People teams to prepare workstations, assemble welcome kits, issue security badges, and conduct office orientation tours.
• Dedicated calendar management for two on-site executive directors

Qualifications and Skills:

• Experience: 2-4+ years of administrative, office coordination, or hospitality experience in a fast-paced environment.
• Technical Skills: Proficiency in Microsoft 365 (Outlook calendar management, distribution lists, Word, Excel, Teams) and video-conferencing platforms.
• Communication: Exceptional written and verbal communication skills with a strong customer-service mindset.
• Organization: Demonstrated ability to prioritize competing tasks, anticipate logistical bottlenecks, and solve problems proactively.
• Discretion: High level of integrity and confidentiality when handling sensitive information.
• Position is 100% on-site, no remote or hybrid option