Administrative Assistant

           

Location: La Jolla, CA
Hours: Full-time - on site

Compensation: $50,000 - $65,000 

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Responsibilities

This position will provide support to the Waitt Foundation and Waitt Institute. Specifically, the Administrative Assistant will provide support to a busy team largely based in San Diego with several remotely-based internationally. This position will also manage general office needs. The ideal candidate will be focused on a career in the administrative field and has worked primarily in support roles.  A friendly, calm demeanor is a must.       

 

Day-to-Day General Duties

• Support staff by coordinating domestic and international travel arrangements as needed.

• Organize and maintain media library, SWAG purchasing/inventory maintenance, and assist with research.

• Support human resources with onboarding/offboarding logistics.

• Coordinate onsite meetings, including lunch set up/breakdown.

• Event planning logistics for off-site, San Diego-based meetings.  

• Act as liaison between office and property management.

• Answer and field general inquiries from internal team and external partners.

• Maintain office environment and coordinate with vendors when necessary.

• Purchase, stock, and maintain office supplies.

• Assist in maintaining assets and inventory tracking system. 

• Greet external visitors.

• Provide IT support facilitation to team and maintain online office accounts.

• General filing (digital) and mail distribution. 

• Other projects as assigned.

 

Demonstrate Competence in the Following Categories 

• Ability to work with sensitive information in a confidential and ethical way.

• Affinity and sensitivity for working with a culturally and politically diverse community. 

• Establish and maintain positive working relationships with others internally and externally to achieve the goals of the organization.

• Anticipate, understand, and respond to the needs of internal team to meet or exceed expectations within the organizational parameters. 

• Assess situations to determine the importance, urgency, and risks, and make clear decisions that are timely and in the best interests of the organization.

• Work cooperatively and effectively with others. 

• Ability to work with minimal supervision. 

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Qualifications

Required

• 5 years of experience in an office setting as an administrative assistant 

• High School Diploma 

• Proficient in Standard Computer Programs & Mac Proficient (Outlook, Word, Excel, PowerPoint, Dropbox, Google Docs, etc.) 

• Proficient in the use and management of standard office equipment

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Preferred

• 5+ years of relevant work experience

• Experience working with foundations and nonprofit organizations

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Company Benefits

Unlimited Paid Time Off | Excellent Medical, Dental, Vision options | Health Savings Account | 401(k) match up to 6% | Annual Bonus Program | 14 Paid Holidays

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