Senior Administrative Support Specialist

Express Employment Professionals - Cincinnati East; San Diego (CA); On-site; USD 41,000 - 48,000; Full time

Benefits offered by this job

Weekly Pay

Medical and Dental Reimbursement

401(k) Savings Plan

Paid Time Off

Paid Sick Time

Job summary

Express Employment Professionals in San Diego is seeking an experienced Senior Administrative Support Specialist for a full-time, on-site role. You will provide high-level support across Operations and Sales Operations, collaborating with senior leadership to keep priorities organized and projects moving.

The ideal candidate is proactive, detail-oriented, able to manage competing priorities, and comfortable using Excel and other productivity tools.

Qualifications

• Senior administrative or executive support experience.
• Ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication.

Responsibilities

• Provide high-level administrative support across Operations and Sales Operations.
• Maintain and improve spreadsheets, trackers, reports, and follow-up systems.
• Schedule meetings, prepare materials, document decisions and action items.

Skills

Senior administrative support

Excel proficiency

Organizational skills

Communication skills

Tools

Microsoft Office

Google Workspace

Job description

Senior Administrative Support Specialist

Location: San Diego, CA
Schedule: Full-Time | On-Site
Pay: $30–$35/hour, depending on experience

Express Employment Professionals is seeking an experienced Senior Administrative Support Specialist for a full-time opportunity in San Diego. This position will provide high-level administrative support across both Operations and Sales Operations, working closely with senior leadership to keep priorities organized, projects moving, and important details from falling through the cracks.

The ideal candidate is an experienced administrative professional who takes ownership of their work, anticipates needs, and does not require step-by-step direction. We're looking for someone who can confidently manage competing priorities, create effective systems, follow up independently, and recognize when an issue requires leadership involvement.

Key Responsibilities

• Provide high-level administrative support, including document preparation, correspondence, data entry, filing, records management, and recurring administrative tasks
• Maintain and improve spreadsheets, trackers, reports, and follow-up systems
• Schedule meetings, prepare materials, document decisions and action items, and follow assigned items through completion
• Manage competing requests from multiple leaders and identify priority conflicts early
• Organize files, emails, records, and documentation to ensure information is accurate and easy to locate
• Develop and document administrative processes to improve organization and efficiency
• Support Sales Operations with e-commerce orders, sales orders, quotes, invoicing, order paperwork, shipping documentation, and customer follow-up
• Troubleshoot routine order and administrative issues and elevate when appropriate
• Provide leadership with concise updates, relevant details, and proposed next steps when an issue requires a decision
• Assist with office supplies, onboarding logistics, team events, and other administrative projects as needed
• Handle confidential and sensitive information with professionalism and discretion

What We're Looking For

• Previous experience in a senior administrative, executive support, operations support, or similar role
• Strong organizational, prioritization, and follow-through skills
• Ability to independently manage multiple responsibilities and deadlines
• Strong written and verbal communication skills
• Excellent attention to detail and accuracy
• Sound judgment and ability to determine when an issue should be handled independently or escalated
• Strong proficiency with Microsoft Excel and other Microsoft or Google productivity tools
• Comfortable learning new business systems and technology
• Ability to create and maintain effective tracking and organizational systems
• Professional and confident when communicating with employees and leadership at all levels
• Ability to handle confidential information appropriately
• Positive, accountable, and team-oriented approach

Preferred Experience

Experience in one or more of the following areas is a strong plus:

• Executive or VP-level administrative support
• Manufacturing or operations environments
• Sales administration or Sales Operations
• ERP or CRM systems
• Order processing and fulfillment
• Invoicing and sales documentation
• E-commerce order support

What Success Looks Like

The successful candidate will become a trusted resource who keeps routine work moving without constant reminders. Important commitments and open items are captured, organized, and followed through to completion. Leadership receives meaningful updates without needing to repeatedly request status, and administrative processes become more organized and efficient over time.

This position is ideal for someone who enjoys bringing structure to a fast-moving environment, solving problems, and becoming the person a team can rely on to keep things moving.

Benefits

• Paid Time Off
• Holiday Pay
• Medical and Dental Reimbursement
• 401(k) Savings Plan
• Paid Sick Time

Professional References

Final candidates should be prepared to provide at least three professional references who can speak to their reliability, work ethic, quality of work, accountability, and teamwork.

What Makes Express Employment Professionals Different?

Express Employment Professionals is a local employment agency that has been helping people find great jobs in the San Diego area for over 20 years. We focus on helping people find permanent, long-term positions at some of the best companies in the area.

Express has a wide variety of jobs available, including:

• Light Industrial
• Skilled Trades
• Administrative
• Professional

Benefits of working with Express:

• Weekly Pay
• Medical, Dental, Vision, Short-Term Disability, and Life Insurance
• 401(K) Savings Plan
• Free Online Training