Administrative Assistant

Job location:  3050 Science Park Road, San Diego CA 92121

Hours:  20 hrs per week, on-site work

Responsibilities:

• Greet visiting clients, candidates, and partners warmly, ensuring proper visitor registration and building security compliance.
• Arrange guest parking, elevator access passes, and escort logistics with internal hosts prior to scheduled visits.
• Maintain a professional reception area and answer incoming inquiries.
• Oversee shared conference room bookings, resolve scheduling overlaps, and optimize room usage across teams.
• Coordinate logistics for site town halls, all-hands meetings, team offsites, and holiday celebrations.
• Source food and beverage vendors, collect dietary preferences, oversee setup, and manage post-event cleanup.
• Regularly audit and update office distribution lists (DLs) in Outlook to reflect new hires, internal transfers, and departures.
• Keep office bulletin boards, digital signage, and internal intranet pages up to date.
• Act as the first point of contact for employee questions regarding workplace amenities, supplies, and office procedures.
• Partner with HR/People teams to prepare workstations, assemble welcome kits, issue security badges, and conduct office orientation tours.
• Dedicated calendar management for two on-site executive directors

Qualifications and Skills:

• Experience: 2–4+ years of administrative, office coordination, or hospitality experience in a fast-paced environment.
• Technical Skills: Proficiency in Microsoft 365 (Outlook calendar management, distribution lists, Word, Excel, Teams) and video-conferencing platforms.
• Communication: Exceptional written and verbal communication skills with a strong customer-service mindset.
• Organization: Demonstrated ability to prioritize competing tasks, anticipate logistical bottlenecks, and solve problems proactively.
• Discretion: High level of integrity and confidentiality when handling sensitive information.
• Position is 100% on-site, no remote or hybrid option