Administrative Assistant

Genalyte•San Diego, CA

23d•$31 - $37

About The Position

The Administrative Assistant provides hands-on administrative, organizational, and operational support to executive leadership and functional teams, while also owning the day-to-day upkeep and presentation of our office environment. This is a roll-up-your-sleeves role that blends executive support with physical office management—including cleaning, stocking, errand-running, and facility maintenance. This role is critical to enabling efficiency, alignment, and a positive workplace experience. The ideal candidate takes pride in every aspect of the job, approaches all tasks—big and small—with a positive, can-do attitude, and holds themselves to a high standard of execution and accountability. Strong organizational skills, attention to detail, and a willingness to personally handle hands-on tasks are essential.

Requirements

High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred
4–8+ years of relevant administrative or executive support experience
Curiosity to solve problems and propose solutions when problems arise
Strong organizational skills with exceptional attention to detail
Ability to manage multiple priorities, meet deadlines, and adapt to changing needs with a positive, can-do attitude; willingness to take on any task—including physical and hands-on work—without hesitation
Ability to manage multiple priorities, meet deadlines, and adapt to changing needs with a positive outlook
Excellent written and verbal communication skills
High degree of professionalism, discretion, and integrity
Proactive, resourceful, and solutions-oriented mindset
Ability to work independently while collaborating effectively across team
Demonstrated fiscal responsibility and cost-consciousness; experience operating within defined budgets and spending guidelines
Must have reliable transportation and a valid driver’s license; willingness to run local errands as a regular part of the role
Comfortable with physical tasks, including lifting up to 25 lbs, standing for extended periods, and performing light cleaning duties

Responsibilities

Provide administrative and executive support to one or more executives and/or leadership team members, including calendar management, meeting coordination, travel arrangements, and expense reporting
Manage procurement of office & kitchen supplies with a cost-conscious approach, ensuring shelves, refrigerators, and supply areas are stocked and orderly
Own the organization and presentation of all shared office spaces, kitchen and break areas on a daily basis, including performing light cleaning duties before and after events, meetings and daily use
Run errands on behalf of management and the office as a regular part of the role, such as picking up and dropping off mail and packages, purchasing food and beverages for team and candidate meetings, sourcing last-minute supplies, and fulfilling other time-sensitive requests. Mileage reimbursement or a flat monthly vehicle stipend is provided
Serve as a trusted partner to leadership by anticipating needs, managing priorities, and exercising sound judgment with confidential and sensitive information
Support cross-functional communication and coordination such as company events, team meetings and offsites
Manage incoming requests, prioritize tasks, and ensure timely follow-through
Support onboarding logistics for new hires, including workspace setup and coordination with IT, People Ops, and Facilities (as applicable)
Support talent acquisition by scheduling interviews, presentations and calls
Provide general office support, including managing office supplies, coordinating vendors, receiving deliveries, and personally handling light facility tasks such as tidying common areas, restocking supplies, and organizing storage
Maintain organized records, files, and shared resources
Assist with Company event planning, including hands-on setup, coordination of catering and supplies, and post-event cleanup and space restoration
Support ad hoc projects, special initiatives, and process improvements
At more senior levels, may support complex scheduling across multiple time zones, manage executive communications, and lead office or administrative initiatives independently