Office Administrator & Executive Assistant

Job Summary

The Office Administrator/Administrative Assistant will play a key role in ensuring the office runs efficiently and supporting the team with administrative tasks. This position focuses on logistics, coordination, and client follow-ups, ensuring smooth day-to-day operations without direct management of staff.

Key Responsibilities:

Office Operations:

Ensure the office is well-maintained, organized, and fully stocked with supplies.
Coordinate office equipment maintenance and liaise with vendors for repairs and services.
Oversee mail distribution, shipping, and general office correspondence.

Administrative Support:

Assist leadership and team members with scheduling, travel arrangements, and document preparation.
Manage calendars, coordinate appointments, and schedule meetings.
Prepare meeting materials, take notes, and distribute follow-up documentation as needed.

Event and Meeting Coordination:

Plan and organize team meetings, client meetings, and company events.
Handle event logistics, including venue bookings, catering, and materials preparation.
Provide on-site support for events and ensure smooth execution.

Client Support:

Assist with client communications, including follow-ups, scheduling, and handling inquiries.
Maintain and update client records in CRM systems.
Support project timelines by coordinating deliverables with clients and internal teams.

General Support:

Act as the primary point of contact for office-related needs and inquiries.
Assist with onboarding new employees by organizing workspace setup and orientation materials.
Help maintain an organized digital and physical filing system.

Qualifications:

Excellent written and verbal communication skills in English & Spanish.
Proven experience in office administration or a similar support role.
Self-motivated individual with strong organizational and time-management skills, with high attention to detail.
Proficiency in Google Suite, Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with CRM tools (Hubspot).
Ability to handle multiple priorities and work independently.

Preferred Qualifications:

Experience coordinating events and meetings.
Familiarity with office budgeting and vendor coordination.

What We Offer:

Competitive salary and benefits package.
A positive and collaborative work environment.
Opportunities for growth and development.
Work schedule is Monday - Friday 8:00 AM to 5:00 PM PST
Work location: Tijuana, BC Mexico