Organized Administrative Assistant | Scheduling & Support

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

Job summary

Ultimate Staffing Services is actively seeking a dedicated 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.

Responsibilities include answering calls, scheduling meetings, preparing documents, maintaining filing systems, processing mail, ordering supplies, coordinating travel, data entry, and supporting projects.

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

Attention to detail

Confidentiality

Education

High school diploma or equivalent

Associate's degree preferred

Tools

Microsoft Office Suite

Word

Excel

Outlook

PowerPoint

Job description

Ultimate Staffing Services is actively seeking a dedicated 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.

Responsibilities include answering calls, scheduling meetings, preparing documents, maintaining filing systems, processing mail, ordering supplies, coordinating travel, data entry, and supporting projects.