Administrative Assistant

• Provide high-level administrative support to the EVP, including calendar management, travel arrangements, and meeting coordination
• Prepare meeting materials such as PowerPoint presentations, informational binders, and reports
• Handle confidential information with discretion
• Answer and screen calls, sort and prioritize mail, and manage correspondence
• Assist with special projects, both recurring and ad hoc
• Type and design general correspondences, memos, charts, tables, graphs, business plans, etc.
• Coordinate meetings, both internal and external, including food and audio/visual equipment
• Greet external guests and assist in general administrative duties
• Oversee day-to-day operations of the Carlsbad office, ensuring a professional and efficient work environment
• Manage office supply inventory and ordering
• Coordinate with IT and building management for equipment and facility needs
• Maintain general and confidential files
• Ensure strong office morale and team collaboration
• Manage receptionist coverage and general front desk duties
• Efficiently manage the G&A budget and code office invoices for approval and payment
• Act as HR liaison for onboarding new employees
• Ensure new hires have the necessary equipment and support
• Be available to address questions, concerns, and troubleshoot issues
• Process legal documents including leases, amendments, and license agreements
• Maintain departmental databases and update reports regularly
• Conduct legal research as needed
• Liaise with tenants, attorneys, and internal departments to resolve issues
• Perform Notary Public duties (preferred but not required)

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