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David Careers

Executive / Administrative Assistant

Posted today

global channel managementRancho Santa Margarita (CA)
Secretaries and Administrative Assistants, Except Legal, Medical, and ExecutiveOffice Administrative Services

SENIORITY

Junior

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About the role

About the job: Executive / Administrative Assistant We are seeking a highly organized, proactive Executive / Administrative Assistant to anchor our daily office operations and provide critical administrative support. Operating from our front desk reception, you will serve as the core hub of our workplace-managing executive schedules, coordinating meeting logistics, overseeing supply chains, and greeting incoming guests.
Basic Qualifications
Education: Bachelor's Degree from an accredited institution.
Experience: 3 to 5 years of administrative or executive support experience.
Physical Requirements: Must be able to lift 50 pounds (for package handling and paper stock delivery).
Technical Skills: Tech-savvy with strong proficiency in Microsoft Office (Word, Excel, PowerPoint).
Core Competencies:
  • Exceptional interpersonal skills, professional phone etiquette, and strong attention to detail.
  • Adaptability: Ability to manage multiple projects with competing priorities in a fast-paced environment with frequent interruptions.
  • Major Duties & Responsibilities
  • Executive & Event Support:
  • Schedule and coordinate calendars, manage catering, and draft business correspondence, agendas, or presentations using Microsoft Office.
  • Front Desk & Admin Logistics:
  • Act as the first point of contact at the reception desk, routing inquiries across departments, tracking employee desk moves, and maintaining updated office directories.
  • Conference Center Setup:
  • Prepare meeting facilities by testing audio-visual equipment (WebEx, Zoom, VTC) and setting up coffee, snacks, or requested layouts.
  • Mail & Package Logistics:
  • Sort, record, and distribute all incoming and outgoing business mail and carrier packages (FedEx, UPS, DHL, USPS), managing rush requests and certified mail forms.
  • Office & Inventory Management:
  • Establish inventory levels for office, kitchen, and conference room supplies. Keep storage spaces organized and equipment stocked.
  • Print Device Support:
  • Deliver paper to all office equipment and act as the first responder for basic printer or copier troubleshooting before escalating to tech services.

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