The Newport Group - Executive Recruiters · 17 hours ago
Part time Administrative Assistant
Encinitas, CA
Part-time
Onsite
New Grad, Entry Level
$22/hr - $30/hrThe Newport Group is an executive recruiting agency seeking a highly organized and proactive part-time Administrative Assistant to support the day-to-day operations and the President of the company. The role involves managing calendars, communications, administrative tasks, and assisting with human resource and financial administration.
ConsultingHuman ResourcesInformation TechnologySmall and Medium Businesses
Hiring Manager
John Fitzpatrick
Responsibilities
Coordinate and prioritize the President’s calendar, scheduling meetings, appointments, and travel arrangements as needed
Provide timely reminders and updates on upcoming appointments and commitments
Manage all incoming communications and documents, including emails, phone calls, and written correspondence
Organize and coordinate meetings, conferences, and events attended by the President or for the recruitment team, including logistics, agendas, and material preparation
Please keep meeting notes if you need them from the President during meetings
Manage all incoming communication for the President, including emails, phone calls and written correspondence
Draft, edit, and proofread correspondence and documents on behalf of the President/owner, ensuring accuracy & professionalism
Screen and prioritize incoming requests, inquiries, and invitations, responding or redirecting as appropriate
Serve as a primary point of contact for all recruitment team members internally & any additional external stakeholders that need to communicate with the President
Manage and maintain confidential files, records, and documents ensuring accuracy, organization, and accessibility
Maintain office supplies inventory, placing orders as needed to ensure sufficient stock levels
Develop and implement efficient office procedures and policies to optimize workflow and productivity
Coordinate with leadership to ensure timely completion of administrative tasks and projects
Assist with the office set up & onboarding of new employees
Assist with new staffing paperwork documentation & filing
Manage employee PTO requests for schedules & payroll tracking
Serve as an internal point of contact for employees to connect them with our benefits vendors, providing guidance and support as needed
Draft invoices for recruitment placements and process billing payments for various business services in a timely manner
Monitor & track billing by preparing reconciliation reports for the accountant monthly
Collaborate with an accountant to reconcile financial accounts & resolve any billing discrepancies
Act as a liaison between property management tenants & owner to address inquiries and resolve issues
Coordinate communication regarding property maintenance, rent payments, and lease agreements
Ensure exceptional customer service standards are upheld in all interactions with clients and tenants
Maintained office equipment and technology system tracking and troubleshoot IT issues with the recruitment team as they arise with IT support
Facilitate staff training on office software and tools to enhance productivity and efficiency
Implement improvements to office systems and technology to streamline operations
Ensure compliance with relevant regulations and company policies, maintaining accurate records and documentation
Assist in preparing documentation for property transactions, leases, and legal proceedings if needed
Collaborate with legal counsel and regulatory agencies as needed to address compliance issues
Qualification
Required
A high school diploma or equivalent; a college degree is preferred
Excellent computer skills
Strong organizational skills and attention to detail, with the ability to prioritize tasks and manage time effectively
Excellent communication and interpersonal abilities, both verbal and written
Proficiency in Microsoft Office Suite (Word, Excel & Outlook) and experience with database management
Ability to maintain confidentiality and handle sensitive information with discretion
Eagerness to learn and adapt to new systems and processes
Positive can-do attitude, team player mentality, and willingness to roll up your sleeves to assist others
Company
The Newport Group - Executive Recruiters
The Newport Group is an executive search firm providing exemplary recruiting solutions for growth industries across North America.
Founded in 1995
11-50 employees
Funding
Current Stage
Early StageLeadership Team
Craig K. Collins
Executive Recruiter | Sr. Director, Homebuilding & Construction
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