Overview
Administrative Assistant Jobs in Irvine, CA at Geared Advertising
Title: Administrative Assistant
Company: Geared Advertising
Location: Irvine, CA
Company Description
Geared Advertising is a branding and marketing agency that specializes in supporting start-ups and established companies across industries. With expertise in brand development, digital marketing, website and mobile app solutions, and media buying, Geared helps build and grow businesses with an entrepreneurial mindset. The agency has collaborated with renowned brands like Blaze Pizza, Dave’s Hot Chicken, and Equipment Depot, delivering high-level creative and marketing solutions. Located in Irvine, CA, Geared is ideal for brand launches, repositioning, and enhancing creativity for both B2B and B2C companies.
Role Description
We are looking for a detail-oriented and highly organized Administration Assistant to join our team. This position requires strong administrative skills and the ability to handle multiple tasks with accuracy and efficiency. The ideal candidate will have experience managing office operations, billing, accounting, payroll, human resources, and project management.
Responsibilities:
Human Resources and Employee Support
- Manage onboarding, offboarding, and employee records
- Track of employees' sick, vacation, and maintain accurate records
- Support payroll processing and benefits coordination (ie. 401k)
- Update handbooks and internal policies as needed
- Ensure compliance with company policies and employment regulations
- Support performance review cycles and documentation
- Help respond to employee requests regarding payroll, benefits, and policies
Accounting and Billing
- Manage invoicing in Google Sheets and Quickbooks
- Prepare and communicate invoice amounts to client
- Maintain and reconcile Accounts Payable and Accounts Receivable
- Assist with vendor setup, communication, and record management
- Support estimates, proposals, and job costing
Administration and Project Coordination
- Manage office supplies and organization
- Build and manage timelines and calendars for agency and client projects
- Support the design staff with file prep and organization
- Capture meeting notes and track action items
- Research activities relating to client and agency projects
- Communicate with Clients and Franchisees daily
Qualifications
- A.S. or Bachelor's degree in Business Administration, Human Resources, or a related field (preferred)
- 1+ years of experience in human resources preferred
- Strong organizational and time management skills
- Proficiency in Google Workspace and Microsoft Office Suite (Excel, Word, PPT)
- Basic understanding of accounting principles
- Excellent written and verbal communication skills
- Ability to work independently and as part of a team
- Ability to handle multiple tasks simultaneously
- Ability to work in a fast-paced, deadline-driven environment
- Non-remote position
Salary Range: $43,680 – 47,840
Health stipend
401k matching
Fully stocked snack cabinet
