Administrative Assistant: Schedule, Docs, Coordination

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

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.