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Administrative Assistant Jobs in El Cajon, CA

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  • Litigation Secretary - Business Litigation

    Adams & Martin Group 4.3company rating

    Administrative Assistant Job 13 miles from El Cajon

    Step Into a Dynamic Role as a Litigation Legal Secretary! Seeking a Litigation Secretary with 5+ years of civil litigation experience to support a business litigation practice in Downtown San Diego. Must excel in e-filing, calendaring, and case management. Key Responsibilities E-Filing: One Legal, CA Superior & U.S. District Courts Calendaring: Track litigation deadlines with precision Document Management: Draft, proofread, and format legal filings Technology: Microsoft Office Suite (iManage, Coyote Analytics, and/or Nuance Power PDF a plus) Qualifications 5+ years of civil litigation experience (business litigation preferred) Strong court rules, procedures, and e-filing knowledge Excellent organization, proofreading, and multitasking skills Benefits Competitive Pay: $28.96 - $47.35/hr Comprehensive Benefits: Health, dental, vision, 401(k) Perks: Paid parking, transit allowance, generous PTO 📩 Apply Now! All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.
    $29-47.4 hourly 4d ago
  • Executive Assistant to the Medical Director

    Reproductive Partners Fertility Clinic-San Diego

    Administrative Assistant Job 13 miles from El Cajon

    Reproductive Partners Fertility Center - San Diego is a leading Southern California fertility clinic, internationally and nationally recognized for our success in IVF (In Vitro Fertilization), egg freezing, and other fertility treatments for our patients. Position Overview We are seeking a highly organized, tech savvy, and motivated Executive Assistant to support the Medical Director at our fertility practice. The ideal candidate will possess excellent project management, organizational, and administrative skills, interest in the field of reproductive medicine, and the ability to manage multiple tasks efficiently. This role includes both administrative and clinical duties, requiring strong communication skills and a proactive approach to problem-solving. Key Responsibilities Administrative Support · Schedule and manage appointments, meetings, and events for the Medical Director. · Screen and prioritize emails/messages and respond on behalf of the Medical Director as requested. · Arrange travel accommodation and itineraries as needed. · Create, edit, and format documents, presentations, and reports. · Assist with administrative projects and help develop workflows to improve efficiency. · Transcribe dictations from the Medical Director accurately and efficiently. · Serve as a liaison between the Medical Director, management team, clinic staff, and outside professionals, ensuring clear and efficient communication. · Support the Medical Director with maintaining communication with referring physicians. Clinical Support · Meet with the Medical Director every morning to review the day's patient schedule and prepare accordingly. · Organize and maintain patient records, ensuring all documentation is up-to-date and easily accessible. · Act as a scribe for the Medical Director during initial patient consultations, ultrasound examinations, and other clinical encounters. · Review patient consultation notes and sign off documentation with the Medical Director. · Review patient lab results with the Medical Director daily and assist with review signoffs. · Collaborate with coordinators to manage patient care and treatment. · Assist with keeping patient prescriptions up to date. · Communicate and coordinate with the QI Manager on clinical questions and concerns as requested by the Medical Director. · Search and retrieve medical research papers and articles from databases as requested by the Medical Director. · Optimize clinical charting and documentation processes to improve efficiency and accuracy. · Help optimize and document clinical workflows, ensuring efficient practice operations. (In compliance with the Americans with Disabilities Act, ADA, this description identifies the essential components of the job required to be performed with or without reasonable accommodations. Requests for reasonable accommodation to facilitate the performance of these essential functions will be given careful consideration.) Qualifications and Requirements · Education: Bachelor's degree in healthcare administration, business, project management, or a related field preferred. · Experience: Previous experience as an executive assistant, preferably in a medical or clinical setting. · Skills: o Excellent organizational, multitasking, and communication skills. o Advanced proficiency in Microsoft 365 - primarily Outlook, Teams, Word, PowerPoint, and Excel, medical software, and various software programs, AI tools, and practice management systems. o Experience with learning and implementing new technologies and systems to enhance practice operations. o Detail-oriented, proactive, and able to maintain confidentiality and handle sensitive information with discretion. o Strong problem-solving and critical thinking abilities and a team-player mentality. · Other Requirements: o Attendance, punctuality, and reliability are essential functions of this position. Must report to work on time for scheduled hours dependent on operational needs. o Willing to work a flexible schedule including some evenings and occasional weekends as needed. Benefits · Competitive salary · Health, dental, and vision insurance options · Retirement savings plan · Paid time off and holidays · Opportunities for professional development and growth · A friendly and supportive work environment How to Apply Interested candidates should submit their resume and cover letter outlining their qualifications and experience. Please include references and any relevant certifications. Join our dedicated team and contribute to providing exceptional fertility care. Apply today!
    $42k-68k yearly est. 26d ago
  • Senior Administrative Assistant

    Blossomhill Therapeutics, Inc. 3.1company rating

    Administrative Assistant Job 13 miles from El Cajon

    About Us: At BlossomHill Therapeutics, we are on a mission to redefine precision medicine and make a leap forward in life expectancy and quality of life for patients. Our cancer therapies are exquisitely designed to be potent against cancer drivers and aim to address cancer's resistance to treatment from multiple angles. Our autoimmune programs seek to tackle difficult challenges to deliver life-changing therapies for patients. Driven by a desire to transcend incremental improvements to existing drugs, we approach drug design from the ground up. Combining human intelligence, creative thinking, and proven drug design expertise, we are dedicated to developing small-molecule masterpieces that have the potential to set new standards for cancer and autoimmune disease treatment. Role Summary: We are seeking a Senior Administrative Assistant to provide high-level administrative support to the Development team. at BlossomHill Therapeutics, ensuring seamless operations and alignment with the organization's mission and strategic goals. The Senior Administrative Assistant will act as a strategic partner and will excel at anticipating needs, managing complex schedules, and enabling the Development team to focus on driving organizational success. This is a demanding, high visibility role, and will interface with senior leaders, executives, and external partners inside and outside of BlossomHill Therapeutics. This position is on-site full-time. Key Responsibilities: Serve as the primary point of contact for the Development team. Serve as a departmental subject matter expert on BHT's administrative procedures and processes, including phone handling for department and support for internal communications for department. Develop and maintain positive relationships with staff, external vendors, and guests to ensure smooth operations and a welcoming atmosphere. Serve as a trusted liaison between executives, teams, and external partners to ensure timely communication and follow-ups. Proactively and independently organize and expedite workflow and initiate follow-up when necessary to ensure schedules and deadlines are met, particularly when the Development team is traveling. Proactively identify and implement tools, processes, and workflows to enhance efficiency for the Development team. Manage, maintain, coordinate, and prioritize the Development team's calendars and schedules to ensure key priorities are protected and time is allocated effectively. Coordinate and make travel arrangements, including preparing travel itineraries, managing logistics, and ensuring seamless travel experience for the Development team Executives and Leaders. Oversee the accuracy and timely submission of expense reports for the Development team Executives and Leaders. Coordinate and support cross-functional projects to ensure alignment with team and organizational goals and fostering collaboration across teams. Organize large scope meetings, visits, and other events (i.e., agenda, reservations, logistics, etc.) Assist with the preparation of presentations, reports, and materials for meetings or special projects. Assist in creating, drafting, and editing written material such as letters, spreadsheets, correspondences, and other documents. Provide project management assistance and proactively prepare materials for internal and external meetings, as needed. Organize and maintain projects and general correspondence files, including electronic and hard copy files. Maintain the highest level of discretion and confidentiality in handling sensitive information to protect operations, including using appropriate discretion in the management of information and stakeholders. Represent the Development team with professionalism and polish in all internal and external interactions. Qualifications: A Bachelor's Degree is strongly preferred. A minimum of five years of executive administrative support experience in a life science company is required. Advanced proficiency in calendar management tools (e.g., Outlook) Advanced computer skills with Microsoft Office, travel and expense software, and collaboration tools (e.g., MS Word, Excel, PowerPoint, Teams, Concur) are required. Experience with making international and domestic travel arrangements and coordinating onsite/offsite meetings is required. Must possess a high level of professionalism. Strong verbal and written communication skills are required. Exceptional organizational skills, with an acute ability to prioritize competing demands and handling multiple tasks and priorities simultaneously, including the ability to work independently and minimal supervision is required. Demonstrated success in managing multiple calendars and projects for multiple leaders in a fast-paced environment. Demonstrated team player attitude, with the ability to be proactive- and taking initiative as appropriate is required. Ability to handle confidential matters with the utmost discretion and strict confidentiality is required. Must possess high emotional intelligence, with the ability to navigate complex relationships and situations. Must possess solution-oriented mindset, with the ability to anticipate challenges and resolve them proactively. AAP/EEO Statement: The company provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Notice to Outside Recruiters: BlossomHill Therapeutics does not accept unsolicited resumes from recruiters or employment agencies.
    $45k-61k yearly est. 18d ago
  • Litigation Secretary

    Lynberg & Watkins, APC 3.7company rating

    Administrative Assistant Job 13 miles from El Cajon

    Lynberg & Watkins, APC, a law firm with offices throughout Southern California, has an immediate opening for a legal secretary with 5 to 12 years litigation experience for its downtown San Diego office. This is an excellent direct hire opportunity for a talented and motivated legal secretary. The Litigation Secretary will be responsible for assisting attorneys with state and federal filing experience (both manual and e-filings), calendaring, proofreading, trial preparation and document processing and other administrative duties. The right candidate will be a self-starter with excellent attention to detail, strong analytical and written communication skills, ability to work efficiently and independently. Candidate should be comfortable multi-tasking in a fast-paced, team-structured environment. Skills & Competencies Computer proficiency in Net Docs, Microsoft Office Word, PowerPoint, Excel and Outlook, as well as document management and other office technologies. We will provide training for NetDocs if not familiar with this system. Possess strong civil litigation experience, including a mastery of court filings with California State and Federal Courts with solid e-filing experience. Strong organizational skills, attention to detail, strong client service skills, and excellent verbal and written communication skills. Ability to work well under pressure, multi-task and set priorities while meeting deadlines in a fast-paced environment. Proficiency in handling litigation calendars (Compulaw). Position requires ability to work full time, 40 hours a week, with flexibility for overtime as necessary. The ratio of attorneys will be 3:1. Qualified candidates should submit a cover letter and resume. The firm offers competitive benefits and retirement packages.
    $68k-84k yearly est. 23d ago
  • Transactional Secretary

    Seltzer Caplan McMahon Vitek 4.3company rating

    Administrative Assistant Job 13 miles from El Cajon

    Seltzer Caplan McMahon Vitek has an opening for a full-time legal assistant/secretary in their Business Department. Ideal candidates must possess: at least 5 years recent transactional legal secretary experience; strong administrative skills, proficiency with MS Word, Excel and Outlook; the ability to prioritize workloads; and be detail oriented. Knowledge of real estate programs such as AIA, AIR and CAR are desired. Salary Range: $80,000-$90,000 and excellent benefits. Actual salary will depend upon several factors, including, but not limited to, relevant experience, job-related skills, and qualifications. Please email resume to: ******************
    $80k-90k yearly 25d ago
  • Senior Administrative Assistant

    Ultimate Staffing 3.6company rating

    Administrative Assistant Job 36 miles from El Cajon

    This position requires someone who excels in a fast-paced work environment, can manage competing priorities effectively, and possesses strong organizational skills to ensure all tasks are completed accurately and on time, even under pressure. Primary Responsibilities Serve as the main point of contact for clients, managing current relationships and supporting the development of new business opportunities Collaborate with the Marketing and Business Development teams to create a variety of marketing content, including social media updates, blog posts, webinars, and client presentations Provide high-level administrative assistance, such as composing professional emails and communication, scheduling meetings, sending timely reminders, and managing expense reports Oversee the management of calendars and email, acting as a gatekeeper to ensure seamless communication with external and internal parties Qualifications Strong organizational skills with a meticulous attention to detail, capable of handling multiple tasks simultaneously Excellent interpersonal skills, able to build relationships and communicate effectively with diverse individuals Advanced written and verbal communication capabilities Problem-solving mindset, strong judgment, and the ability to stay composed in challenging situations Eagerness to grow professionally and continuously improve Prior experience working directly with high-level executives and their clients Proficiency in Microsoft Office 365 suite Comfortable with LinkedIn and other professional social platforms All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.
    $46k-65k yearly est. 4d ago
  • Litigation Secretary

    AGG Legal Staffing

    Administrative Assistant Job 13 miles from El Cajon

    This position performs a variety of administrative support duties and delivers high-quality services to clients, exhibiting commitment to integrity and excellence. The position requires thorough knowledge of all firm and practice specific administrative processes and procedures, information technology systems, research tools and a broad-based understanding of the clients, matters and associated practices. The scope of responsibilities includes prioritizing, managing and following through on multiple projects, and communicating effectively, courteously and professionally with clients, attorneys, staff and peers. Duties: The coordination or management of email, calendars, contact information, tasks or similar communication activities utilizing systems such as Outlook or manual systems. Processes associated with the coordination or management of phone calls, emails, voice mail messages or conference calls. Drafting, revising, proofreading or transcribing documents, presentations or correspondence. Initial drafting of documents from handwritten notes, annotated hard copies, discussions, etc. Proofreading of documents for grammatical, spelling and format errors. Editing documents from handwritten notes, annotated hard copy, transcription, etc. Includes comparisons, conversions, merges, creation of tables of contents/authorities, etc. Court services including filing, requesting transcripts and litigation searching. Company or business name searching and registration (e.g., filing documents, forms, charges, provisional charges). Identifying attendees, inviting/scheduling attendees, meeting RSVP tracking, menu planning and caterer selection, identification of support services needed and equipment required. Requirements: Work in the office 5 days a week Adapt to change (expected and unexpected) and balance competing demands in a fast-paced environment. Work in collaboration within a group to ensure that clients are satisfied; includes the desire to understand client concerns and build trust. Monitors, proofreads and takes ownership of work product for accuracy, ability to apply organizing strategies to ensure projects are appropriately prioritized and resources are used effectively and efficiently, and performs independently with little supervision. Communicate clearly and coherently, interpreting information and adapting communication to suit particular situations. Demonstrates excellent communication, grammatical and proofreading skills. Keeps client and firm information confidential at all times; understands and implements general rules of ethical behavior applicable to legal personnel. Proactively demonstrates effective teamwork and communication with team members, actively participates in team meetings, prioritizes and anticipates work needs, and works well under occasional periods of pressure and short deadlines. Possesses strong knowledge of computer operation, spreadsheet software and word processing software; the use of Microsoft products and office technology - to include imaging and scanning applications - is required. Software: Microsoft Suite - Office 365, iManage Filesite, InTapp Time, Chrome River, Zoom, Avaya Telephone Education: High School diploma or general education degree (GED); undergraduate degree or some college is beneficial. Minimum five years of related experience. Full knowledge of filing in federal and state courts.
    $37k-53k yearly est. 19d ago
  • Executive Project Assistant

    KBM Resorts

    Administrative Assistant Job 13 miles from El Cajon

    , please 1) APPLY through LinkedIn 2) EMAIL ******************** -- cover letter -- brief explanation of vacation rental industry experience -- salary requirements There's something genuinely outstanding about KBM Resorts. We create luxury vacations for affluent travelers by building memorable experiences while making a positive impact within our industry and the communities in which we live and work. Our Team Members are the driving force behind these efforts. It is their talent, passion, and dedication to our brand that has propelled the success of KBM Resorts. As Executive Assistant to the President, you will work with senior leadership to oversee the company on a daily basis, managing $10 Billion in luxury real estate properties and over 150,000 traveling guest families per year in three states and eight office locations. Highlights Report to the President directly. Manage communications to/from company President and General Counsel Manage activities of staff. Manage hiring, training, and evaluating employees. Ensure departments are on track to meet goals. Direct teams or group leaders. Motivate workers through incentives and positive feedback. Develop and implement budgets. Develop and implement projects. Coordinate and/or prepare reports. Ensure staff has the resources to complete their work. Responsible for organizational goals Maintain ownership of processes and projects. Analyze reports to understand future demand forecasts and past trends. Continually innovate and improve existing and new processes. Qualifications KBM Resorts is a rising luxury vacation management industry player with existing or expanding operations in Hawaii, Utah, Colorado, and California. We operate with an unwavering commitment to technological innovation, quality, and continued growth. Our employees are at the core of our company's success, whom we treat like Ohana, family in Hawaiian. To fulfill this role optimally, you must possess the following minimum qualifications and experience: Highly independent, autonomous, self-starter (** Most Important) Associate Degree 5+ vacation rental industry experience 5+ years of business experience 3+ years of supervisory experience Experience with Google Sheets/Docs and/or Microsoft Excel/Word Critical thinker, able to make decisions Possess initiative, creativity, and follow-through Love to ask questions, learn, understand, perfect, then innovate Fluent command of the English Language
    $36k-57k yearly est. 24d ago
  • Administrative Assistant

    Suna Solutions

    Administrative Assistant Job 13 miles from El Cajon

    The primary role of Administrative Assistance function is to provide all secretarial and administrative support to the Business leaders and teams across businesses. Key deliverables include arranging for conferences, travel, email and diary management. Supporting key communication programs and coordinating staff functions and events. Managing key meetings, minutes and report preparation. Responsibilities The primary objective of Administrative Assistance specialization within Administrative Assistance Job Family is to provide analytical and specialized administrative support to relieve executives, employees and people managers of complex details and advanced administrative duties. Key responsibilities include analysis of problems, determination of approach, compilation and analysis of data, and preparation of reports. Coordination of activities between departments and outside parties. Contacts employees at all organizational levels to gather information and prepare reports. Work is generally of a critical or confidential nature. Assignments may be found in various functional areas. Support roles consist of work in a: (1) clerical, administrative or specialized support tasks in an office or field setting (2) specialized technical tasks or skilled craft work (3) unskilled or semi-skilled operational tasks Has completed vocational training or obtained equivalent experience. Interacts internally to exchange information. Has limited discretion to vary from established procedures. Qualifications and Experience Preferred: Minimum of 1 years of related experience. Has broad knowledge of routines and procedures to handle day to day situations. Will generally only require instructions on new assignments. EQUAL EMPLOYMENT OPPORTUNITY STATEMENT: Suna Solutions provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Applicants, with criminal histories, are considered in a manner that is consistent with local, state, and federal laws. REQUESTING AN ACCOMODATION Suna Solutions is committed to providing equal employment opportunities for persons with disabilities or religious observances, including reasonable accommodation when needed. If you are hired by Suna Solutions and require accommodation to perform the essential functions of your role, you will be asked to participate in our reasonable accommodation process. Accommodations made to facilitate the recruiting process are not a guarantee of future or continued accommodations once hired. If you would like to be considered for employment opportunities with Suna Solutions and have accommodation needs for a disability or religious observance, please call us at ****************, send us an email or speak with your recruiter. PAY TRANSPARENCY POLICY STATEMENT Compensation for roles at Suna Solutions varies depending on a wide array of factors including but not limited to the specific client, office or remote location, role, skill set and level of experience. As required by local law, Suna Solutions provides a reasonable pay scale to include the hourly or salary range that Suna Solutions reasonably expects to pay for roles that may be hired in California, Colorado, New York City or Washington as set forth below.
    $35k-49k yearly est. 4d ago
  • Executive Assistant

    Insight Global

    Administrative Assistant Job 13 miles from El Cajon

    Insight Global is seeking a highly skilled, organized administrative assistant who will support the Directorate with various administrative and Front office processes and operations. The assistant will be managing main line communication and be the gatekeeper between calls and staff. Job Duties Help manage office Scheduling meetings Managing & maintaining and routing correspondence Act as liaison between departments and admin Create SOPs as needed Other tasks and duties as assigned The ideal candidate will have a professional, front office appearance and will have the following attributes & skill-sets: Impeccable organization skills Detail-oriented Self-starter Highly efficient Highly proficient with computers, computer software, printers and general office equipment. Ability to multi-task and manage projects with little oversight Excellent verbal and written communication skills required (including excellent grammar) Ability to follow instructions to the letter Must have friendly phone voice Ability to maintain confidentiality required. Must be meticulous Must be professional Able to dictate/take notes Computer Software Skills Microsoft Word Microsoft Excel - intermediate (must be comfortable with creating spreadsheets) Microsoft Outlook Adobe PDF & e-signature software applications
    $44k-67k yearly est. 22d ago
  • Administrative Assistant

    Professional Search Group (PSG

    Administrative Assistant Job 36 miles from El Cajon

    Professional Search Group(PSG) is looking for a detail-oriented and organized Administrative Assistant to join our clients growing team. The ideal candidate will play a crucial role in supporting the day-to-day operations of the company by performing various administrative and clerical tasks. If you meet the minimum requirements, apply today! Key Responsibilities: Office Management: Manage office supplies, equipment, and facilities to ensure a well-maintained and organized work environment. Coordinate office logistics, including scheduling meetings, booking conference rooms, and handling incoming and outgoing mail. Administrative Support: Provide comprehensive administrative support to executives and team members, including calendar management, travel arrangements, and expense reporting. Prepare and edit documents, reports, and presentations with a high level of accuracy and attention to detail. Communication: Act as a liaison between internal departments and external parties, handling phone calls, emails, and other forms of communication professionally and efficiently. Draft and proofread correspondence, ensuring clarity, grammar, and consistency. Data Entry and Record Keeping: Maintain and update databases, records, and filing systems to ensure accurate and easily accessible information. Assist in the preparation of reports and documentation as needed. Meeting Support: Schedule and coordinate meetings, conferences, and events, ensuring all logistics are in place. Record meeting minutes and distribute them to relevant stakeholders. Qualifications: Proven experience as an Administrative Assistant or in a similar role. Strong organizational and multitasking skills with the ability to prioritize tasks. Excellent written and verbal communication skills. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Attention to detail and problem-solving abilities. Education and Experience: High school diploma; additional qualifications in Office Administration or related field are a plus. Previous experience in an administrative role is preferred. Benefits: Competitive salary Health insurance Retirement savings plan Professional development opportunities
    $35k-49k yearly est. 12d ago
  • Assistant

    State of California 4.5company rating

    Administrative Assistant Job In El Cajon, CA

    We suggest you enter details here. Role Description This is a full-time on-site role located in El Cajon, CA for an Assistant. The Assistant will be responsible for day-to-day tasks including administrative support, scheduling appointments, managing communication, and handling office organization. Qualifications Administrative Support and Office Management skills Ability to schedule appointments and manage communication effectively Organizational and Time Management skills Proficiency in Microsoft Office Suite Strong written and verbal communication skills Attention to detail and problem-solving abilities Experience in a similar role is a plus Associate's degree in Business Administration or related field
    $27k-34k yearly est. 1d ago
  • Administrative Assistant

    Partners Personnel 3.8company rating

    Administrative Assistant Job 36 miles from El Cajon

    Job Title: Administrative Assistant (Part-Time, Contract) Hours: 20 hours per week, Flexible schedule (4 hours per day, Monday-Friday) We are seeking a highly detailed and organized Administrative Assistant to provide executive support for our CEO at a dynamic life sciences/start-up company. This is a part-time, contract role based in Carlsbad, CA, with the potential to become permanent and full-time for the right candidate. The position will be based onsite in an ADU (Accessory Dwelling Unit) on our property. Key Responsibilities: Screen and prioritize incoming emails for the CEO, flagging urgent matters and ensuring timely follow-up. Manage the CEO's calendar, scheduling appointments, meetings, and travel arrangements with precision. Organize and maintain important documents and files, ensuring easy access when needed. Provide administrative support for team members and assist with day-to-day office operations. Coordinate virtual meetings via Zoom and other video conferencing tools. Collaborate with various teams, offering assistance with internal communication and task management. Handle sensitive and confidential information with discretion. Ability to multitask effectively in a fast-paced environment, staying organized while managing competing priorities. Required Qualifications: Exceptional attention to detail and organizational skills. Previous administrative experience supporting C-suite executives, preferably in a life sciences or start-up environment. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Zoom, and MacOS software. Strong written and verbal communication skills. Ability to work independently and remain self-motivated while managing tasks efficiently. Comfortable working in an onsite role within an ADU (Additional Dwelling Unit) environment. Must be able to multi-task and adjust to changing priorities quickly.
    $36k-46k yearly est. 12d ago
  • Office Assistant

    Cleardesk

    Administrative Assistant Job 13 miles from El Cajon

    Job Summary: The Office Assistant will be responsible for providing administrative and clerical support to ensure efficient office operations. The ideal candidate will be organized, detail-oriented, and able to handle multiple tasks simultaneously. Key Responsibilities: Assist in the preparation of regularly scheduled reports across departments. Order office supplies, research new deals and suppliers, and make recommendations for vendor changes when appropriate. Book travel arrangements and coordinate meetings and appointments for leadership team as needed. Arrange and coordinate meetings, corporate/team events, and travel itineraries as needed. Conduct research and compile data as needed to support inter-departmental projects and workload. Support the Business Development Project Manager with managing cross-departmental operational projects, including system or process roll-out or transitions. Support the Business Development Project Manager with auditing CRM data and reports as needed Act as a point of contact between ClearDesk and internal/external clients + vendors as needed to support operations. Assist colleagues whenever necessary. Manage personal errands for Executives as required. Perform additional personal and professional tasks as assigned. Required Skills and Qualifications: Proven experience as an office assistant, receptionist, or in another relevant administrative role. Proficiency in MS Office (MS Excel and MS Word, in particular). Excellent time management skills and the ability to prioritize work. Attention to detail and problem-solving skills. Excellent written and verbal communication skills. Strong organizational and planning skills. High school diploma or equivalent; additional qualifications will be a plus. Important Reminder: ClearDesk does not ask for any monetary payments or fees as part of our employment process. If you encounter any request for payment, please disregard it and report it to us immediately. For your security, please ensure that all communications are conducted through emails originating from (@cleardesk.com *********************).
    $29k-41k yearly est. 18d ago
  • Administrative Support Assistant III - Student Life & Leadership (2025)

    California Department of Education 4.4company rating

    Administrative Assistant Job 38 miles from El Cajon

    MiraCosta College For full details and to apply, go to *************************** One regular, full-time position, 40 hours per week, 12 months per year on the Oceanside Campus. The normal work schedule will be Monday through Friday, 8:00 am - 4:30 pm. Schedule could vary depending on the needs of the department. The person selected for this position will be subject to assignment to any district facility during any hours of operation. The first-level interviews with the screening and interview committee will be conducted via Zoom. The second-level interviews may be in-person or via Zoom. RESIDENCY REQUIREMENT :MiraCosta College Board Policy 7800: Employee Residency requires all classified staff, administrators, and temporary/hourly short-term employees to maintain and permanently reside in a principal place of residence in the state of California that is within two-hundred (200) road miles from the employee's regularly assigned district worksite. The purpose of the policy is to promote efficiency and continuity throughout all campus administrative functions, provide students with high quality assistance and accessibility to all academic and campus services, ensure that students receive an engaging education, and respond to emerging student needs. The District may consider an individual request to temporarily reside outside of the State of California or outside the 200-mile limit on a case-by-case basis, not to exceed twelve consecutive months. Salary Range: 20 Compensation: Starting at $68,606 per year (range 20, step 1), with annual salary step increases up to step 5. In addition, after five years of district service, employees earn a longevity stipend that increases over time. Employees must make arrangements for the direct deposit of paychecks into the financial institution of their choice, via electronic fund transfer. Benefits: MiraCosta College offers an array of benefits to eligible employees. * The district pays 100% of the cost of medical, dental and vision insurance for eligible employees and dependents• $100,000 life insurance policy• Up to $250 of benefit credits per month to help pay for a variety of voluntary benefit options, such as supplemental life insurance, disability coverage, and health care/dependent care flexible spending account (FSA )• Vacation, sick leave, and up to 18 paid holidays• State pension system retirement benefits (CalPERS)• Free and confidential employee assistance program• Wellness Program• Participation in the District's Early Retirement Program• Professional Development Opportunities• Tuition fee reimbursement Position Term in Months: 12 Application Procedure: In order to be considered for this position, you must submit the following documents directly in the online system and finish applying and receive a confirmation number by 11:59 PM on the closing date: 1. Application on which you list all relevant experience. 2. A current resume or curriculum vitae summarizing your educational background and experience. 3. A cover letter addressed to the "Screening and Interview Committee" specifically describing how your experience aligns with the Essential Duties, Other Duties, and Desirable Qualifications. 4. Transcripts of college coursework which provide evidence of meeting the minimum qualifications as stated in this job posting. Unofficial or legible photocopies are acceptable. If a degree(s) was earned, the transcripts must state that the degree was awarded. Any degree/coursework used to satisfy the minimum qualifications must be from a postsecondary institution accredited by an accreditation agency recognized by either the U.S. Department of Education or the Council on Postsecondary Accreditation. If your degree(s) is from a college or university outside of the United States, you must submit a detailed evaluation from a professional evaluation agency. To view a list of agencies approved by the California Commission on Teacher Credentialing, go to *********************************************************************************** Transcripts or translations in English still require the evaluation to show the U.S. equivalence of your degree. The screening and interview committee will review application materials for up to three to four weeks following the closing/first screening date. Applicants selected for interview will be contacted by phone; those not selected for interview will be notified by e-mail once interview candidates have been scheduled. Offer of employment to the person selected for this position is contingent upon 1) successful completion of a pre-placement physical exam at district expense; 2) submission of a current tuberculosis test clearance; 3) proof of eligibility to work in the United States; 4) fingerprint clearance; and 5) approval by the Board of Trustees. Retired STRS members are not eligible for this position. Basic Function: Under general supervision of the Director of Student Life & Leadership, perform critical and responsible administrative and operational support duties using an equity-minded, trauma-formed, and anti-racist approach; administer the hiring process and provide lead-level work direction to student staff; oversee the day-to-day operations of the Student Life & Leadership front desk, including coordinating the work schedules of student staff to ensure desk coverage during all hours of operation; manage assigned administrative projects and small administrative programs; maintain records and draft reports; act as a timekeeper for payroll for student staff; process, track, and maintain accurate records for personnel requisitions, purchase orders and supplies; serve on the Commencement Advisory Committee and support the planning and coordination of the annual commencement ceremony; and perform related duties as assigned. Distinguishing Characteristics: An Administrative Support Assistant III is the advanced skill level in the Administrative Support series. Administrative Support Assistant III differs from Administrative Assistant to the Dean in that incumbents in the latter class provide specialized administrative support for a Dean such as budget analysis and grant administration, tracking faculty tenure, loads and reviews and program information. Essential Duties & Responsibilities: The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. 1. Provide administrative, logistical and technical support to a department head and profes-sional staff; coordinate and participate in department administrative support operations and programs with a significant degree of independence; perform research for students and professional staff on specific student/department issues, placements, eligibility and articu-lation information; act as a liaison for the department head with other departments and departmental staff. 2. Oversee and participate in student and customer interactions with the department in person, by phone or electronically, provide information regarding other student and customer resources available; schedule students/program participants for counseling appointments, workshops, orientations and special events; answer questions regarding program/depart-ment policies, procedures and services including clarification of enrollment requirements, the program application process, registration information and financial aid; respond to escalated questions and complaints over the phone or at a public counter. 3. Accept applications, screen and explain program eligibility for new and continuing students/ program participants according to district and program guidelines; manage waitlists and send notifications of acceptance/denial; monitor continuing students for adherence to program regulations; advise students of requirements that must be met in order to maintain eligibility; assist students in resolving issues impacting program eligibility. 4. Perform advanced administrative support including maintaining student, personnel, payroll and financial records, files and databases; prepare marketing materials, forms and other program documentation; receive and track confidential student and faculty data including immunizations and compliance with federal, state and district regulations, policies and requirements; develop, track, analyze and report administrative processes, metrics and documents; research, obtain and analyzes key data and statistics from varying sources for program reports, proposals, in-services, program reviews and other documents. 5. Input data and prepare and process purchase requisitions, purchase orders and check requests; verify the accuracy of receipts and invoices, enter account codes, validate sufficiency of budget and process for payment; monitor department budgets; purchase supplies and materials and/or authorize expenditures according to established guidelines; prepare and process expense-related forms including travel requests and reimbursements, petty cash and expense reports. 6. Coordinate full and part-time staff payroll; process personnel requisitions; collect and audit documentation supporting staff time logs and ensure conformance to work hour restrictions; compute and categorize pay according to departmental/program billing accounts; ensure accurate usage of funding codes and calculate departmental/program billing; prepare timecards; provide confidential and efficient recordkeeping; assist the Payroll Department with resolution of payroll issues. 7. Using standard office software, compose and/or type memoranda, correspondence, reports, agreements, contracts, presentations, spreadsheets, forms and other documents; draft, proofread and/or edit a variety of materials including marketing materials, press releases, invitations, programs, publications and reports; take, transcribe and distribute meeting minutes. 8. Create, develop, maintain and update specialized and custom forms, databases, logs, files, records and reports to support technical work processes in areas of responsibility; design, develop and maintain spreadsheets and databases requiring data interpretation and manipulation; track and maintain federal, state, grantor and district-required data and student outcomes and prepare for submission or reporting. 9. Schedule appointments and make meeting arrangements; assist with the development and coordination of departmental special events; assist with setup and cleanup for various meetings and events; contact vendors for food orders, materials, supplies and audio-visual equipment; handle other meeting and and event logistics including soliciting volunteers and coordinating student workers. Other Duties: 1. Provide backup to other department staff as needed. 2. Contact campus police or custodial staff as needed. 3. Provide lead-level work direction to other clerical staff and student workers as assigned. 4. Update and maintain department-specific website and social media accounts. 5. Receive and distribute mail. 6. Perform related duties as assigned. Knowledge Of: 1. Principles, practices, concepts and techniques used in customer service, public relations and community outreach. 2. Modern office practices, procedures and equipment including computers and applicable software programs. 3. The district's student recordkeeping and general accounting systems, practices and proce-dures for processing student information and interpreting input and output data. 4. District practices and procedures for budgeting, purchasing and maintaining public records. 5. Payroll procedures and operations. 6. Math and basic accounting techniques. 7. Operations, services and activities of a community college district. 8. Common student needs, issues and concerns applicable to area of assignment. 9. Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation. 10. District organization, functions, rules, policies and procedures applicable to assigned areas of responsibility. 11. Applicable federal, state and local laws, rules and regulations [including OSHA rules and regulations if applicable]. 12. Basic principles and practices of employee supervision. 13. District human resources policies and labor contract provisions. 14. Safety policies and safe work practices applicable to the work. Ability To: 1. Assign and inspect the work of student workers and lower-level staff. 2. Organize and oversee the day-to-day operations, maintenance and activities of the depart-ment administrative support staff. 3. Compose clear, concise and comprehensive analyses, correspondence, reports, studies, agreements, presentations and other written materials from brief instructions. 4. Establish priorities and work effectively and independently with many demands on time. 5. Analyze situations accurately and adopt effective courses of action. 6. Maintain confidentiality of district and student files and records. 7. Make calculations/tabulations and accurately process and review fiscal and related documents. 8. Assist in preparing and monitoring a program or department budget. 9. Track statistical information utilizing complex spreadsheets and databases. 10. Communicate effectively, both orally and in writing. 11. Understand and follow written and oral instructions. 12. Operate a computer and standard business software. 13. Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, ethnic and disability issues. 14. Establish and maintain effective working relationships with all those encountered in the course of work. Education & Experience: To be eligible for this position, you must meet and provide evidence of the following minimum qualifications: Graduation from high school or GED equivalent, and three years of progressively responsible clerical/administrative support experience; or an equivalent combination of training and experience. An associate degree is preferred and may be required to advance to higher levels in the class series. NOTE : For work experience, one "year" is defined as equivalent to 40 hours per week for 12 months, or at least 2,080 hours. Desirable Qualifications: Language skills relevant to working at an HSI /Spanish Bilingual. Demonstrated experience working with diverse student population. Licenses & Other Requirements: A valid California driver's license and the ability to maintain insurability under the district's vehicle insurance program. Physical Effort: The physical efforts described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Primarily sedentary with intermittent standing, walking, bending and stooping; occasional light lifting and carrying of objects weighing up to 25 pounds; ability to travel to various locations on and off campus as needed to conduct district business. Emotional Effort: Ability to develop and maintain effective working relationships involving interactions and com-munications personally, by phone and in writing with a variety of individuals and/or groups from diverse backgrounds on a regular, ongoing basis; ability to work effectively under pressure on a variety of tasks concurrently while meeting established deadlines and changing priorities. Working Conditions: Primarily business office environment; subject to frequent public contact and interruption; inter-mittent exposure to individuals acting in a disagreeable fashion; occasional evening, weekend and/or holiday hours required on an as-needed basis. Posting Number: S24/25046P Human Resources Contact Information: ****************** or ************ Job Close Date: 02/24/2025 Open Until Filled: No First Screening Date: Diversity, Equity & Inclusion MiraCosta College is an Equal Opportunity Employer and is committed to providing an educational environment that affirms and supports diversity in its faculty, staff, and administration, and promoting an environment of inclusion. The college's commitment to inclusion, diversity, equity, and accessibility is expressed in the policy found at ****************************************************************************************************************************** Click on the following link to view the IDEA website: ****************************************************************** MiraCosta College is committed to creating a racially just campus climate. Individuals and their diverse cultures and identities are welcomed, nurtured, and validated. MiraCosta College takes institutional responsibility for closing the equity gap for disproportionately impacted populations including Latinx and Chicanx communities, Black and African American communities, Native Hawaiian and Pacific Islander communities, Native American communities, lesbian, gay, bisexual, trans, queer/questioning, intersex, and asexual (LGBTQIA+) communities, veteran communities, former foster youth, adult students, and students from low socioeconomic statuses. MiraCosta will continue to serve all constituents with values rooted in equity, diversity, inclusion, and community. MiraCosta College's Mission, Vision, Commitment, and Institutional Values & Goals can be viewed at ********************************************************************************** The college was designated as a Hispanic Serving Institution (HSI ) in 2013. This significant recognition acknowledges our institution's continuous efforts to support the academic performance and unique needs of Latinx students, many of whom are attending college for the first time or are first-generation. We are a veteran and military supportive institution and an Achieving the Dream Leader College. The successful candidate will join a campus that exhibits its dedication to all students and faculty through offering robust, culturally-responsive events, including speaker series dedicated to heritage month events through the Social Justice and Equity Center. About MiraCosta College MiraCosta College is one of California's 115 public community colleges. The district operates two campus sites and two centers, and offers a robust online education program. Situated between San Diego and Los Angeles, MiraCosta College benefits from multicultural influences and cultural opportunities. Both students and staff enjoy a friendly atmosphere and the feeling that we are all here to help one another. MiraCosta College is an Equal Opportunity Employer with a commitment to diversity, equity, and inclusion. For more details, please visit our website at *************************************************************************************************************** Copyright 2024 Jobelephant.com Inc. All rights reserved. **************************** Requirements / Qualifications Requirements / Qualifications
    $68.6k yearly 17d ago
  • Table Games & Poker Admin Assistant

    Sycuan 4.4company rating

    Administrative Assistant Job In El Cajon, CA

    The ancestors of the Sycuan Band of the Kumeyaay Nation existed many centuries ago as a community of people…a Tribe living together, farming, hunting and fishing to survive. Much has changed since that time. Today the Sycuan Tribe governs its Reservation, owns and operates a Casino and a Golf Resort, and owns a number of other business ventures in the San Diego Region. One attribute that remains unchanged, however, is Sycuan's sense of community. Sycuan is more than just a business. Sycuan is a community of people working together toward a common goal. Whether you work in our state-of-the-art Casino, our beautiful Resort, or become a staff member in our Tribal Government division, you will be part of the Sycuan family. Job Purpose: Provides administrative and clerical support to both the Table Games and Poker Departments Job Duties and Responsibilities: Manages Department schedules by maintaining the Table Games Master Schedules, ensuring adequate and cost-effective staffing for table games, entering, reviewing, and monitoring staff schedule information for each shift, printing out weekly schedules, entering schedule adjustments according to established procedures, auditing time off request and adjustment forms for proper completion and appropriate signatures, and entering requests and adjustments in the database. Ensures the consistent application and accuracy of team member schedules and payroll and human resources records by maintaining departmental rankings, conducting the shift bidding process according to established guidelines, ensuring the payroll system correctly reflects any changes or updates, entering adjustments, team member promotions, terminations, appraisals, salary changes, status changes, leaves of absence and other changes into HRM system, following up with department supervisors and managers on questionable items, resolving variances in collaboration with the Payroll and Human Resources Departments, and answering team member questions regarding pay, timekeeping, and human resources policies and procedures. Provides administrative and clerical support Table Games by composing department reports, correspondence and interoffice memos according to instructions, reviewing and prioritizing incoming correspondence for Manager's review, approval and/or signature, maintaining and updating master files, databases, and personnel files, filing team member procedural violation documents, receiving and coding invoices, obtaining approval signatures and submitting invoices to Accounting, and sorting and distributing mail. Provides Management with departmental reports by entering data and generating reports from various systems and databases to include reports on team member performance, maintaining department shift bidding spreadsheets, and comparing General Ledger and monthly budget reports with invoices and spreadsheets for accuracy. Manages department leave of absences in coordination with Human Resources by communicating with Human Resources regarding leave policies and procedures as needed, tracking the status of leaves, keeping management up to date on the status of team members currently out on leave, returning from or preparing to out on leave, or who need to go on leave based on attendance, contacting team members as needed to obtain leave of absence updates, and acting as a department point of contact for team members who have questions about leave of absences. Ensures department team members attend training by reviewing the Learning Management Software (LMS) database, determining class availability, scheduling team members for required or optional classes, posting training schedules on all departmental digital signage, reviewing completed class roster, informing appropriate managers of team members who miss classes, tracking required Title 31 training in the LMS, and updating the Operations Audit Department. Maintains supply of standard stock items and inventory items by processing supply requisitions and returns, organizing supply inventory in the casino, Conex storage containers and Table Games training room, and coordinating department asset disposals. Coordinates the vendor application process by processing vendor applications according to established procedures, obtaining appropriate approval signatures, and coordinating with vendors to ensure table game projects and maintenance are completed on schedule. Represents the Table Games and Poker Departments to internal and external guests by communicating and presenting information in a professional manner in all business interactions, providing internal guest service, greeting visitors and team members in a friendly and courteous manner, screening and directing team members and visitors to appropriate staff members, and providing new team members with appropriate departmental paperwork, including start dates, policy and procedures, confidentiality agreements, schedules, and IT/Access rights. Job Specifications: Education and Experience: Essential: Associate's Degree or equivalent experience 5 years of office administration experience supporting a large, high volume office Desirable: Casino office administration experience Casino or hospitality experience Supervisory experience Skills and Knowledge: Essential: Proficiency in Microsoft Outlook, Word, Excel, Access, and Adobe Acrobat applications Ability to communicate and interact effectively with guests and team members Ability to prioritize and perform multiple tasks and assignments Ability to compose, read, and edit written documents in the English language Ability to complete office forms and documents Ability to maintain filing systems Ability to perform simple mathematical calculations Ability to work in a fast-paced environment and meet deadlines Ability to appear for work on time Ability to maintain professionalism and composure Ability to understand and follow verbal directives and written directions Ability to accept constructive criticism Excellent organizational skills Ability to maintain confidentiality Desirable: Multi-lingual Timekeeping software experience Stratton Warren software experience Advanced computer skills Supervisory/Managerial Accountability: Direct: None Indirect: None If you enjoy being part of a community dedicated to creating a memorable guest experience, we invite you to explore career opportunities with Sycuan and join our winning team! Other details Pay Type Hourly
    $40k-51k yearly est. 16d ago
  • Administrative Secretary I

    Southwestern College (Ca 4.1company rating

    Administrative Assistant Job 14 miles from El Cajon

    Southwestern Community College District (SWCCD) is committed to meeting the educational goals of its students in an inclusive environment that promotes intellectual growth and develops human potential. We are the leader in equitable education that transforms the lives of students and communities. SWCCD employees are collegial and collaborative. They demonstrate the highest degree of professionalism, integrity and respect when interacting with students, colleagues, leadership and members of the Jaguar community. Our employees actively honor and respect diversity to foster a safe and welcoming community where all are inspired to participate and realize a sense of belonging. Incumbents exhibit an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, gender identity, sexual orientation, and ethnic backgrounds of community college students, and employees, including those with physical or learning disabilities, and successfully foster and support an inclusive educational and employment environment. Description (Project funded position, continued employment contingent upon funding). SUMMARY DESCRIPTION Under the direction of an assigned supervisor, perform a variety of clerical, typing and secretarial duties. DISINTINGUISHING CHARACTERISTICS The Administrative Secretary I classification reports to a classified Director or Associate Dean level. The Administrative Secretary II classification reports to a Dean level executive. Qualifications EDUCATION AND EXPERIENCE Any combination equivalent to: graduation from high school including or supplemented by course work in secretarial science AND Three (3) years of increasingly responsible clerical or secretarial experience. * One year of experience is equal to 12 months of experience at 40 hours per week. Applicable part-time experience will be converted to the full-time equivalent for purposes of meeting the experience requirement. * If specifically referenced (i.e. degree 'or equivalent'), related experience that is above the minimum requirement may be substituted for education on a year for year basis. * Additional assessment is required for applicants with foreign degrees from colleges or universities outside of the United States. Applicants must have their coursework evaluated by a professional association that is a member of the National Association of Credential Evaluation Services (NACES) and must submit a copy of the evaluation with the application. KNOWLEDGE AND ABILITIES Knowledge of: * Operations, policies and rules of office to which assigned. * Basic operation and procedures of the on-line computer system. * Modem office practices, procedures and equipment. * Receptionist and telephone techniques. * Record-keeping techniques. * Correct English usage, grammar, spelling, punctuation and vocabulary. * Oral and written communication skills. * Interpersonal skills using tact, patience and courtesy. * Telephone techniques and etiquette. * Operation of department machines and equipment. Ability to: * Perform secretarial and clerical work with speed and accuracy. * Learn to interpret, apply and explain specific rules, policies and procedures of the specific office or program to which assigned. * Operate a variety of standard office equipment including typewriter, calculator, dictation equipment and computer terminal. * Recommend and revise new office procedures. * Make arithmetic calculations. * Maintain records and prepare reports. * Understand and follow oral and written directions. * Meet schedules and time lines. * Provide work direction to others as assigned. * Work with and exhibit sensitivity to and understanding of the diverse racial, ethnic, disabled, sexual orientation, and cultural populations of community college students. * Communicate clearly and concisely, both orally and in writing. * Establish and maintain effective working relationships with those contacted in the course of work. Duties ESSENTIAL DUTIES * Serve as secretary to a Director, Associate Dean or designated classified manager, performing a variety of clerical and secretarial duties in support of an assigned service or operational area. * Establish and maintain positive staff and public relations. * Prepare and type a variety of correspondence, agendas, memoranda, reports and other materials; compose routine correspondence as required; take and transcribe dictation as required. * Coordinate activities of assigned office between the supervisor and staff, the public or other District or campus officials. * Answer requests for information by enclosing materials or sending form letters; process various forms and application materials for departmental classes and programs as necessary. * Receive visitors, schedule appointments, maintain electronic calendar, screen visitors and phone calls and refer to appropriate staff members. * Operate word processor and related equipment for the preparation and maintenance of a variety of complex documents, correspondence, reports and related materials. * Provide information and assistance in person or by telephone where judgment, knowledge and interpretation of policies and regulations may be necessary. * Assist with travel arrangements as requested. JOB DESCRIPTION:Administrative Secretary I Supplemental Information SALARY SCHEDULE:CSEA - Classified Bargaining Unit PHYSICAL DEMANDS AND WORKING ENVIRONMENT This is a non-telecommuting position.
    $50k-58k yearly est. 13d ago
  • Project Assistant

    Ana United States 3.9company rating

    Administrative Assistant Job 13 miles from El Cajon

    Arcadis is the world's leading company delivering sustainable design, engineering, and consultancy solutions for natural and built assets. We are more than 36,000 people, in over 70 countries, dedicated to improving quality of life. Everyone has an important role to play. With the power of many curious minds, together we can solve the world's most complex challenges and deliver more impact together. ole description: Arcadis is seeking an Project Assistant to support Southern California projects. The role involves participating in the preparation and management of the division's annual budget, which includes researching and preparing budget projections and forecasts, compiling annual budget requests and mid-year budget amendments, monitoring and analyzing budget expenditures and variances, and providing recommendations on various budget matters. Additionally, the Administrative Assistant supervises cash receipts as part of the financial responsibilities. The position also requires assisting in the administration of the division's public contracts. This includes developing requests for proposals by drafting and reviewing terms, conditions, and fee schedules, conducting pre-submittal information exchange meetings, and providing interpretation and information to staff and the public. The role involves reviewing proposals for responsiveness and accuracy, ensuring contractor invoices and payment submittals comply with contract requirements, resolving discrepancies, and setting up and maintaining contract files, records, and ledgers. Responsibilities also include reviewing specifications, bonds, and insurance certifications for compliance, preparing various project and contract-related documents, executing final retention payments to contractors, and interfacing with internal and external customers as needed. Role accountabilities: Assists in administering a division's service agreements and various municipality maintenance agreements; maintains terms and conditions; develops and revises scope of work; sits on the division's selection committee and recommends award of agreements; amends and executes fee schedules; negotiates costs; prepares, monitors and executes amendments and extensions. Draft, revises and reviews board agenda items for a District division or department; prepares and provides monthly notification reports and ad hoc queries; prepares, routes and distributes agenda checklists; researches and provides agenda information. Manages critical timelines and workflow necessary for meeting division financial deadlines, Coordinates the purchase of goods, equipment and services for a division and processes payments to vendors and service providers; Acts as system administrator for the Port's budget preparation system; works with Oracle database administrator to ensure the database has ample capacity and controls for proper operation; Prepares technical worksheets, tables and computations; establishes and maintains databases of information to track budget expenditures and similar matters Creates, monitors approval status tracking and updates requisitions in SAP. Generates and provides various reports from SAP for professional services agreements and contracts including but not limited to balances, validity dates, expense rates and expiration. Minimum Qualifications: Graduation from high school or G.E.D. equivalent Five years of related experience Valid Notary Public license issued by the State of California Vurrent, valid California Class C driver's license Why Arcadis? We can only achieve our goals when everyone is empowered to be their best. We believe everyone's contribution matters. It's why we are pioneering a skills-based approach, where you can harness your unique experience and expertise to carve your career path and maximize the impact we can make together. You'll do meaningful work, and no matter what role, you'll be helping to deliver sustainable solutions for a more prosperous planet. Make your mark, on your career, your colleagues, your clients, your life and the world around you. Together, we can create a lasting legacy. Join Arcadis. Create a Legacy. Our Commitment to Equality, Diversity, Inclusion & Belonging We want you to be able to bring your best self to work every day which is why we take equality and inclusion seriously and hold ourselves to account for our actions. Our ambition is to be an employer of choice and provide a great place to work for all our people. We are an equal opportunity and affirmative action employer. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. We are dedicated to a policy of non-discrimination in employment on any basis including race, creed, color, religion, national origin, sex, age, disability, marital status, sexual orientation, gender identity, citizenship status, disability, veteran status, or any other basis prohibited by law. Arcadis offers benefits for full time and part time positions. These benefits include medical, dental, and vision, EAP, 401K, STD, LTD, AD&D, life insurance, paid parental leave, reward & recognition program and optional benefits including wellbeing benefits, adoption assistance and tuition reimbursement. We offer nine paid holidays and 15 days PTO that accrue per year. The salary range for this position is $56,798 - $90,877. Actual salaries will vary and are based on several factors, such as experience, education, budget, internal equity, project and location. #LI-RT4 #Resilience - NA #Water-NA #Water-NA-CM/PM
    $56.8k-90.9k yearly 7d ago
  • Temp Administrative Assistant

    Easterseals Southern California 4.1company rating

    Administrative Assistant Job 13 miles from El Cajon

    Under limited direction, performs a variety of general administrative support activities for the efficient operation of assigned office. Serves as primary point of contact for matters related to the center. Facilitate office operations through the coordination of phones, mail, supplies, equipment and support. Compensation: $23 per hour Hours: 9-5 Responsibilities Serve as initial point of contact to clients, management, on-site therapists and associates for assigned therapy center location. Provide administrative and operational support functions for the efficient operation of center; includes providing information and acting as office and safety liaison. Check facilities and equipment on a regular basis to ensure safety and maintenance; coordinate necessary repairs or replacements in a timely manner. Provide customer service by greeting visitors and callers at assigned therapy center; assist and redirect as necessary. Provide scheduling services to therapists and participants for appropriate therapy assignments. Provide administrative assistance to supervisors through various daily office functions and special projects. Train new administrative assistants as directed. Monitor, order, and maintain all office supplies and equipment; administer procurement and reconciliation of expense reports. Oversee office supply account and reconcile associated invoices. Maintain calendar for therapy, conference and training rooms. Organize meeting set-up, material and equipment needs. Qualifications Three years of experience as an administrative assistant, in a clinical setting preferred Proficient in Microsoft Office (Word, Excel, Outlook), Windows-based applications, and internet usage Excellent organizational, decision-making, and oral and written communication skills to be able to communicate effectively with all levels of associates and the general public Knowledge of modern office practices and operations, business etiquette, telephone protocol, machines and equipment Knowledge preferred of clinical and business needs and processes within health care organizations. Ability to assist in efficient office operations, work independently, and as a team member Ability to maintain customer-service orientation and professionalism in all interactions Ability to exercise discretion and confidentiality pertaining to the work environment Ability to prioritize and organize a diversified workload and be able to produce high-quality results with meticulous attention to detail Ability to remain focused and flexible while shifting/changing priorities, heavy workload and tight deadlines Ability to acquire an understanding of organization and department policies and practices Able to obtain and maintain criminal record/fingerprint clearance from the Department of Justice and the Federal Bureau of Investigation per Easter Seals Southern California and/or program requirements Ability to travel locally with reliable transportation; maintains driving record in compliance with Transportation Safety Standards, and must have and maintain proper auto insurance and vehicle registration
    $23 hourly 11d ago
  • Office Executive I- Northern California/Sacramento Area

    Michael Baker 4.6company rating

    Administrative Assistant Job 13 miles from El Cajon

    CORPORATE/FUNCTIONAL PRACTICE Michael Baker International understands that people require choices in where they want to begin to build a sustainable future. For more than 80 years, Michael Baker International has maintained an entrepreneurial work environment that fosters great careers, which ultimately has brought great success to the organization. Michael Baker offers many opportunities to help you grow professionally to build your career. Whether it is in Finance, IT, Human Resources, Technology, Communications, Proposal Production, Legal or our National Practice and Market segments, take your next step with us and help make a difference in the lives of those you work with and those we serve. DESCRIPTION Michael Baker International is seeking an Office Executive to join the West Region leadership team in our Rancho Cordova, CA office. In this role, the successful candidate will lead a staff of approximately 30+ people in our three offices of Oakland, Walnut Creek and Rancho Cordova, CA. The Office Executive will manage all office personnel and business activities and unify local leadership. Other responsibilities include oversight of day to day office operations while developing, overseeing and managing the growth of a balanced portfolio reflective of the enterprise capabilities of Michael Baker International; protecting the core business of Michael Baker; providing business leadership to grow the core business, adding new markets, new clients and expanding the capabilities of the office; engaging with other Office Executives, National/Regional Market and Practice Leads/Liaisons and supporting resources; making business decisions and being accountable for the office-level performance. The ideal candidate will have experience leading and supervising a multi-disciplinary team. The Office Executive will be accountable for regional performance against metrics including: - Revenue and profit - New work added and backlog - Headcount growth (recruiting & staff development) - Workshare and development of balanced office portfolio of Michael Baker International enterprise capabilities - Indirect budget control and regional profitability - Identifying and developing emerging talent and leadership to create upward opportunity and succession planning - Involvement in local professional activities that bring positive attention to the firm PROFESSIONAL REQUIREMENTS Bachelor's degree in Engineering, Planning, Architecture or related discipline; Masters Degree in any of these disciplines and/or Management is preferred 20 years in Engineering or Project Management with 15 years supervising engineering, planning, architecture, or related personnel. 20 years of extensive experience in either Civil Engineering, Structural Engineering, Environmental Water Resources, Land Development, Federal Market, Construction Services, Survey/GIT, Transportation, Planning, Public Works or related areas. PE, AICP or AIA if applicable Government experience or the ability to interact successfully with Local (County, municipal), State and Federal Agencies Proficiency with MS Office Suite COMPENSATION The approximate compensation range for this position is $150,065-$259,998 per year. This compensation range is a good faith estimate for the position at the time of posting. Actual compensation is dependent upon factors such as education, qualifications, experience, skillset, and physical work location. BENEFITS We offer a comprehensive benefits package including: Medical, dental, vision insurance 401k Retirement Plan Health Savings Account (HSA) Flexible Spending Account (FSA) Life, AD&D, short-term, and long-term disability Professional and personal development Generous paid time off Commuter and wellness benefits
    $50k-74k yearly est. 18h ago

Learn More About Administrative Assistant Jobs

How much does an Administrative Assistant earn in El Cajon, CA?

The average administrative assistant in El Cajon, CA earns between $29,000 and $57,000 annually. This compares to the national average administrative assistant range of $26,000 to $46,000.

Average Administrative Assistant Salary In El Cajon, CA

$41,000

What are the biggest employers of Administrative Assistants in El Cajon, CA?

The biggest employers of Administrative Assistants in El Cajon, CA are:
  1. Sycuan Casino Resort
  2. Liberty Healthcare
  3. Helix Water District
  4. Shadow Mountain Community Church
  5. Sycuan Gaming Center
  6. XL Staffing
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