Administrative Assistant & Office Support

Taylor Made Golf•San Clemente, CA

8d•Onsite

About The Position

This position provides administrative support to divisional leaders and general support across multiple functions to help ensure smooth office operations. In addition to standard 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 office and facility operations by liaising with building property management, TaylorMade security, and contractors; coordinating equipment issues and repairs with IT; arranging mail and parcel deliveries; managing room bookings; and maintaining reception and conference room standards. It also provides full administrative support to the Division President and Head of Sales, including calendar management, travel arrangements, correspondence, and expense reporting, with ad-hoc support for other senior leaders. The position coordinates onsite meetings, town halls, customer visits, and events; manages non-trade purchase orders, vendor setup, and invoice payments; and works with HR and IT on onboarding, recruiting, morale events, and new employee setup. The position is based in normal office conditions and involves extensive phone and computer use. The expected base pay range is $34.00–$37.00 per hour. Additional benefits may include health and wellness benefits, performance bonuses, product discounts, holidays, and paid time off, in accordance with company plans.

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, executives, and others.
Excellent interpersonal skills and ability to work well with individuals at all levels.
Strong problem-solving skills and attention to detail.
Effective communication and collaboration skills and 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 the utmost confidentiality.
Ability to work in a fast-paced, changing environment with a strong sense of prioritization.
Proficiency in Microsoft Suite (Word, Excel, Outlook, PowerPoint) and Keynote.
Ability to work extended hours and weekends as needed.
Ability to lift or move moderate materials up to 50 pounds; regularly sit or stand, bend, and reach.

Nice To Haves

Bachelor's degree.
Experience in a startup environment.

Responsibilities

Act as a liaison between office staff, building property management, TaylorMade security, and contractors to maintain a safe, clean, and comfortable work 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 have the necessary equipment and functionality.
Ensure the reception area and conference rooms meet established appearance 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 daily calendar management, call and correspondence screening, 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 all non-trade purchase orders and vendor setup.
Reconcile invoices and arrange payment.
Maintain vendor and service-provider relationships to procure office supplies.
Coordinate with HR on employee onboarding, onsite recruiting, morale events, and related support.
Coordinate with IT to support setup for new employees.
Perform other responsibilities and duties as assigned.