Associate, Administration

Avantus•San Diego, CA

5d•Onsite

About The Position

Avantus is seeking a highly motivated and organized candidate for an Associate, Administration position. The successful candidate will demonstrate superior communications, detail-oriented organizational skills, and ability to learn and master a variety of software programs that support our teams. This position requires an energetic professional who does not mind wearing multiple hats; someone who can provide direct support to several team members while simultaneously juggling multiple priorities. The candidate should be a natural problem-solver who likes to keep things organized and is always looking for the next way to help. This role reports to the Sr. Director, Human Resources.

Requirements

3-5 years of experience in a similar role.
Proficiency with Office 365 for calendar, email and Excel.
Ability to manage time well, to take direction, and to complete tasks with minimal oversight.
Strong verbal and written communication skills.
Notary license or willingness to obtain and maintain active Notary license.
No job is too small or too large attitude.

Responsibilities

Provide administrative support to Corporate, Administration and Legal teams.
Administer company e-signature platforms (e.g., DocuSign, Summize, and other contract management systems), ensuring timely completion of agreements and approvals. This includes preparation, distribution, tracking and filing of documents requiring signatures, notarizations and scans.
Monitor contract and document execution status, follow up with stakeholders, and maintain accurate records of completed transactions.
Assist with onboarding and offboarding administration, including preparation and distribution of employment-related documentation.
Support employee lifecycle processes by preparing correspondence, forms, reports, and other administrative documentation.
Support workplace and corporate operations activities, including vendor communications, office administration, facilities requests, and general operational support.
Assist with scheduling meetings, maintaining calendars, coordinating logistics, and preparing meeting materials.
Maintain confidentiality and safeguard sensitive employee, business, and legal information.
Serve as a point of contact for internal stakeholders regarding document status, signature processes, administrative requests, and operational support.
Generate and maintain reports, trackers, and databases related to contracts, employee documentation, compliance requirements, and operational activities.
Respond to routine inquiries and provide customer-service-oriented support to employees, managers, and business partners.
Coordinate with cross-functional teams to facilitate efficient communication, information flow, and administrative operations across the organization.
Carry out other administrative, operational, and project support duties as assigned.