Operations & Administrative Assistant
Art of Problem Solving•San Diego, CA
•$75,000•Onsite
About The Position
As the Operations & Administrative Assistant, you will play a key role in ensuring a welcoming, organized, and well-functioning headquarters while providing essential administrative support to AoPS's executive team. This role is essential to day-to-day office operations and executive leadership support, as well as coordinating company events, with tasks ranging from keeping the kitchen stocked to navigating meeting logistics and planning company-wide gatherings.
Requirements
- Experience in administrative support, office coordination, or a similar role
- Strong organizational skills with the ability to manage multiple priorities and deadlines
- Excellent interpersonal skills and a service-oriented mindset; comfortable supporting everyone from interns to executives
- Discretion and professionalism when handling sensitive scheduling or leadership information
- Comfort with both white-collar tasks (calendar coordination, event planning) and hands-on office duties (restocking, cleaning, physical setup)
- Familiarity with facilities or vendor coordination
- Legally authorized to work in the US
Responsibilities
- Provide scheduling and coordination support for the executive team, including calendar management and meeting logistics
- Coordinate logistics for leadership meetings, workshops, and events, including venue reservation and on-site coordination
- Coordinate hotel, airfare, and team meal logistics when needed
- Serve as support to the Office & Facilities Manager, maintaining continuity of office operations
- Maintain the cleanliness, stocking, and overall upkeep of office common areas, including managing snack and supply inventory
- Coordinate with facilities-related vendors under the direction of the Office & Facilities Manager
- Conduct regular facility walkthroughs to ensure safety, cleanliness, aesthetic upkeep, and a welcoming office environment
- Assist in onboarding new employees, including workstation setup and office tours
- Answer the main office phone line and direct callers appropriately
- Complete other tasks and responsibilities as assigned
Benefits
- Multiple options for Medical, Dental and Vision plans
- 401(k) with company match
- PTO Plan
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
