Administrative Assistant & Office Support

Sunday Red Golf•San Clemente, CA

10d•$34 - $37•Onsite

About The Position

This position provides administrative support to divisional leaders and general support across multiple functions to keep office operations running smoothly. In addition to regular administrative assistant duties, the role coordinates internal and external meetings and events, manages relationships with vendors and facility stakeholders, and handles front desk operations. The role supports the Division President and Head of Sales with daily calendar management, calls and correspondence, travel arrangements, and expense reports, and provides ad hoc support to other senior leaders. It also coordinates office and facility services, meetings and onsite events, purchasing and vendor payments, employee onboarding and recruiting support, and new employee IT setup. The position works under normal office conditions with extensive phone and computer use; extended hours and weekends may be needed.

Requirements

High school diploma required.
At least 5 years of experience in an administrative support or office coordinator role.
Superior customer service mindset and a pleasant demeanor when engaging with visitors, VIPs, and executives.
Excellent interpersonal skills and ability to work with individuals at all levels.
Strong problem-solving skills and attention to detail.
Effective communication and collaboration skills, with the ability to work effectively in a team environment.
Excellent organizational skills and ability to consistently multitask while maintaining high quality.
Excellent written and verbal English communication skills and a high level of professionalism.
Ability to handle sensitive information with utmost confidentiality.
Ability to work effectively in a fast-paced, ever-changing environment with a keen sense of prioritization.
Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint, as well as Keynote.
Ability to work extended hours and weekends as needed.
Ability to perform light physical effort, including frequent lifting or moving of materials weighing up to 50 pounds.
Ability to regularly sit or stand, bend, and reach.

Nice To Haves

Bachelor's degree.
Experience in a startup environment.

Responsibilities

Act as a liaison among office staff, building property management, TaylorMade security, and contractors to help maintain a safe, clean, and comfortable working environment.
Work with Marketing to update office branding as needed.
Serve as the primary contact for parcel and mail carriers; arrange shipments and deliveries and retrieve and distribute office mail and parcels.
Coordinate with IT on general office equipment issues and repairs.
Liaise with Security regarding access changes and issues.
Manage the showroom and conference room booking calendar and ensure rooms are equipped with necessary functionality.
Maintain the appearance of the reception area and conference rooms according to established standards.
Cover front desk reception, including greeting and registering visitors and issuing parking passes.
Provide full administrative support to the Division President and Head of Sales, including calendar management, handling calls and correspondence, travel arrangements, and expense reports.
Provide ad hoc support to other senior leaders, primarily with travel arrangements and expense reports.
Coordinate large group meetings, town halls, customer visits, and other onsite events.
Manage non-trade purchase orders and vendor setup; reconcile invoices and arrange payment.
Maintain relationships with vendors and service providers to procure office supplies.
Coordinate with HR on employee onboarding, onsite recruiting efforts, and morale events.
Coordinate with IT to support the setup of new employees.
Perform other responsibilities and duties as assigned.