Administrative Assistant

Aston Carter•Carlsbad, CA

1d•$25 - $28•Onsite

About The Position

We are seeking an Administrative Assistant / HR Coordinator to join our team in Carlsbad, CA. This dual-role position is essential for supporting both day-to-day office operations and the Human Resources team. As the first point of contact for the site, you will help create a welcoming, organized, and professional environment for employees, visitors, and partners. The ideal candidate is friendly, reliable, and detail-oriented, with strong communication skills and a natural ability to stay organized.

Requirements

High school diploma or equivalent.
Minimum of 4 years of experience in an administrative, front desk, customer service, or similar role.
Proficiency with Microsoft Office, including Outlook, Excel, and PowerPoint.
Strong organizational and time management skills.
Excellent communication and customer service skills.
Ability to work independently while also contributing as part of a team.
Comfortable managing multiple tasks in a fast-paced environment.
High level of discretion and ability to handle confidential information appropriately.
Proactive mindset with the ability to take initiative and follow through.

Nice To Haves

Basic PowerPoint skills.
Experience with recruiting, onboarding, and HR administration.
Comfortable with front desk administrative duties.
Strong people skills and the ability to effectively communicate and interact with various departments.
Not shy and able to assertively manage interactions.

Responsibilities

Greet visitors and ensure they are connected with the appropriate employee.
Serve as a general point of contact for internal and external inquiries.
Sort incoming mail and coordinate outgoing mail.
Manage office supply inventory and place orders as needed.
Assist with filing, data entry, and general administrative tasks.
Support site events, meetings, and employee activities, including catering and logistics.
Assist with presentations, correspondence, reports, and other documents, ensuring accuracy and clarity.
Provide administrative support to multiple departments and assist with special projects as needed.
Prepare onboarding and offboarding materials.
Support recruitment activities, including scheduling interviews, coordinating with candidates and hiring managers, and preparing interview materials.
Assist with job posting administration and candidate communications as needed.
Respond to routine employee questions and help coordinate HR communications.
Partner with HR Operations on employee changes and updates.
Update employee records and prepare standard HR reports.
Provide general administrative support to the HR team.
Assist with shipping and running purchase orders on occasion.
Help with inventory management.