Executive Assistant / Office Manager

Jacob Stern & Sons, Inc. dba Acme-Hardesty Co.•Carlsbad, CA

6h•Onsite

About The Position

We are seeking a highly organized and proactive Executive Assistant / Office Manager to provide administrative support to the CFO and manage day-to-day operations of our Carlsbad office. This role requires professionalism, flexibility, and the ability to handle confidential financial and legal information.

Requirements

High school diploma or equivalent required; college coursework or degree preferred.
Strong proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and collaboration tools (Teams).
Excellent organizational skills and attention to detail.
Ability to prioritize tasks and manage time effectively in a fast-paced environment.
Strong written and verbal communication skills.
High level of discretion and professionalism.

Nice To Haves

Experience handling travel arrangements and expense reporting preferred.

Responsibilities

Manage CFO’s calendar, schedule meetings, and coordinate appointments.
Arrange domestic and international travel, including flights, hotels, and ground transportation.
Facilitate signatures for legal and financial documents.
Prepare expense reports and assist with budget tracking.
Coordinate with Executive Assistants in PA, TX, and CA for cross-office alignment.
Oversee day-to-day operations of the Carlsbad office.
Manage incoming and outgoing mail and packages.
Deposit checks and maintain basic office accounting records.
Ensure office supplies and equipment are stocked and functional.
Organize and maintain electronic and physical files.
Assist with meeting preparation, including agendas and materials.
Support special projects and ad hoc requests from the CFO.
Draft correspondence and professional communications.
Maintain confidentiality of sensitive financial and legal information.
Serve as point of contact for vendors and service providers.