Executive Assistant/Owners Operations Coordinator

Overview

We are seeking a dynamic and highly organized Executive Assistant/Owners Operations Coordinator to join our team. This pivotal role offers the opportunity to support senior leadership while managing a wide array of operational tasks that keep our business and owners demands running smoothly. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational skills, proactive problem-solving, planning in advance and a passion for facilitating seamless operations. This paid position is perfect for someone eager to contribute to a growing organization while honing their administrative and project coordination expertise.

Responsibilities

• Provide comprehensive executive administrative support, including calendar management, scheduling meetings, coordinating travel
• Assist with project coordination by tracking deadlines, preparing reports, planning and ensuring timely completion of tasks across departments.
• Manage office operations, including filing, data entry, handling confidential information, and overseeing front desk responsibilities.
• Organize and coordinate events such as meetings, team-building activities, and client engagements to foster collaboration and company culture.
• Utilize productivity software like slack, Google Workspace, and project management tools to streamline workflows and internal communication.
• Handle budgeting, expense tracking, and basic financial record keeping.
• Support internal communication efforts by resolving scheduling conflicts or client complaints and maintaining clear channels of communication with team members and external partners.

Qualifications

• Proven experience as an executive assistant or in an administrative role with a focus on office management and project coordination.
• Strong proficiency in communication
• Excellent organizational skills with the ability to manage multiple priorities efficiently in a fast-paced environment.
• Demonstrated experience with handling finances with budgeting and planning to promote growth
• Exceptional written and verbal communication skills coupled with professional phone etiquette.
• Ability to handle confidential information discreetly while maintaining high levels of accuracy in data entry and proofreading tasks.
• Experience in event planning, business travel arrangements, and managing executive calendars using tools like Microsoft Outlook Calendar or Google Calendar.
• Technical proficiency with multi-line phone systems, Docusign for document signing, and other productivity tools is highly desirable.

Join us to be an integral part of our organization’s success! working closely with the owner and maintaining a good relationship to help her be able to focus on the things she needs to. This role offers the chance to develop your skills across multiple domains while supporting our leadership team in achieving strategic goals through efficient operations and exceptional administrative support.

Pay: $28.00 - $35.00 per hour

Work Location: Hybrid remote in Oceanside, CA 92054