Overview
Office Administrator & Executive Assistant Jobs in Orange County, CA at Confidential Careers
Title: Office Administrator & Executive Assistant
Company: Confidential Careers
Location: Orange County, CA
Overview:
We are seeking a dedicated and proactive Office Administrator & Executive Assistant to join our team. This role is essential for maintaining an organized and efficient office environment while supporting our executive team. The ideal candidate will possess exceptional customer service skills, strong organizational abilities, and a commitment to fostering a positive workplace culture.
Responsibilities:
Office Management:
Serve as the welcoming face and voice of the company by greeting visitors and addressing inquiries with professionalism and exceptional customer service.
Oversee day-to-day office operations, including ordering & restocking supplies, managing package deliveries/shipments, and ensuring a clean and organized office environment.
Act as the primary contact for office vendors and service providers, ensuring timely resolution of facility needs and maintenance issues.
Coordinate and manage conference room schedules, ensuring proper setup for meetings, including technology, materials, and refreshments.
Maintain office policies, procedures, and emergency protocols to ensure safety and efficiency.
Partner with the HR/Events team to support in-office celebrations, including milestone celebrations, new hires, and company culture-building activities.
Executive Assistant Support:
Provide back-up support for the CEO’s day-to-day needs, including nominal calendar management for other C-Suite team members.
Assist with the ordering, pick-up, and delivery of CEO’s snacks/lunches.
Aid as back-up support for C-Suite executives as needed.
Create detailed travel itineraries.
Maintain confidentiality and discretion in handling sensitive information and communications.
Communication and Coordination:
Act as the first point of contact for internal and external communications, screening calls and Slack messages and directing them to the appropriate party.
Support executives in cultivating relationships with key stakeholders by managing follow-ups and correspondence.
Event and Meeting Management:
Coordinate on-site and virtual meetings, including setup, technology support, and catering arrangements.
Assist with the planning and execution of company events, ensuring all logistics are handled with precision.
Special Projects:
Oversee and execute special projects as assigned by the CEO or other executives, ensuring timely and high-quality delivery. These include, but are not limited to, Credit Card reconciliation, Toll Roads Account Management, and Client Gift Purchases.
Support culture-building initiatives and create a welcoming office atmosphere for employees and visitors alike.
Required Skills & Qualifications:
Proven experience in an Office Administrator, Executive Assistant, or similar hybrid role.
Excellent organizational, multitasking, and time-management skills.
Someone who loves providing white-glove service and takes pride in delivering exceptional support.
A team player who is always willing to help out and go above and beyond to ensure success.
Strong interpersonal and communication abilities.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Google Suite and Slack.
Ability to handle confidential information with discretion and professionalism.
Strong attention to detail, problem-solving skills, and the ability to work independently.
A valid driver’s license for lunch pick up and occasional offsite errands is required.
Working Environment & Compensation:
Onsite role (M-F)
6:00 a.m. to 3:00 p.m. (with some occasional after-hours work)
Mileage and gas reimbursement for offsite errands
Compensation Range: $65,000 – $67,000 annually
