Administrative Assistant

Ultimate Staffing Services; Vista (CA); On-site; USD 28,000 - 32,000; Full time

Job summary

Ultimate Staffing is actively seeking an experienced Administrative Assistant to join their client's team in California. The role provides administrative and clerical support to ensure the efficient operation of the office, including managing schedules, coordinating communications, maintaining records, and assisting with daily office functions.

The ideal candidate is organized, detail-oriented, and capable of multitasking in a fast-paced environment.

Qualifications

• High school diploma or equivalent.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite.
• 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 and written communication

Attention to detail

Education

High school diploma

Associate's degree or further training

Tools

Microsoft Office Suite

Scheduling tools

Job description

Salary: USD20 - USD23 per hour

Position Overview

Ultimate Staffing is actively seeking an experienced Administrative Assistant to join their client's team in California. 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.

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.

Preferred

• Associate's degree or additional administrative training.
• Previous administrative, office support, receptionist, or clerical experience.
• Experience with office management software, CRM systems, or scheduling tools.

Required Work Hours

Standard work hours, Monday to Friday.

The position offers a competitive hourly wage ranging from $20 to $23 per hour, based on experience and qualifications.