Administrative Assistant

Job Purpose:
A unique opportunity is available for a highly organized, professional, and trustworthy individual seeking a long-term working relationship supporting both a boutique executive consulting practice and a private household. The Administrative Assistant will provide administrative, organizational, and logistical support to the consulting practice, as well as limited personal assistance for the Principal and their family. This part-time position requires approximately 5–10 hours per week with a flexible schedule, making it ideal for a mature professional, former executive assistant, office manager, or someone seeking meaningful, flexible part-time work with the opportunity for increased responsibilities over time.

Key Responsibilities

Professional Support

· Correspondence: Draft polished letters, emails, and professional client communications.

· Calendar Management: Coordinate schedules, meetings, and business appointments smoothly.

· Communication: Handle professional phone calls on behalf of the consulting business.

· Research: Conduct targeted internet research and gather critical project information.

· Organization: Maintain, structure, and update both electronic and paper filing systems.

· Documentation: Assist with flawless document preparation, editing, and formatting.

· Vendor Relations: Coordinate and liaise with corporate vendors and service providers as needed.

Personal Support

· Scheduling: Coordinate personal appointments and calendar commitments.

· Travel Logistics: Assist with seamless domestic and international travel arrangements.

· Household Coordination: Oversee local household vendors, maintenance teams, and services.

· Errand Execution: Run occasional local errands around the Carlsbad/Aviara area.

· Record Keeping: Help maintain absolute organization of confidential personal records and documents.

Technology Support

· Tech Assistance: Provide basic day-to-day technology troubleshooting and system assistance.

· Hardware & Software: Assist with office printers, scanners, software updates, and common computer issues.

· IT Escalation: Coordinate directly with external technology providers when advanced help is needed.

Work Environment

Some work may be performed remotely, while other responsibilities may require occasional in-person support in the Aviara area of Carlsbad.

Skills/qualifications:

· Experience: 2–5 years of experience in administrative support, office management, or personal assistance (experience supporting executives or professional households is a plus).

· Impeccable professional presence: articulate, polished, emotionally intelligent, instinctively discreet.

· Exceptional written and verbal communication; flawless, on-brand correspondence and documentation.

· Proactive problem-solving with ability to anticipate needs multiple steps ahead.

· Strong financial acumen and comfort managing budgets and basic P&L.

· Advanced proficiency in Microsoft Office/Google Workspace; working knowledge of CRM (HubSpot, Salesforce), project management tools (Asana, Monday.com), and bookkeeping platforms (QuickBooks Online) strongly preferred.

· Proven ability to manage multi-layered tasks independently, working under pressure with superior prioritization skills.

· Bachelor’s degree strongly preferred.

Pay: $23.00 - $25.00 per hour

Application Question(s):

• What Zip Code will you be commuting from?

Work Location: Hybrid remote in Carlsbad, CA 92011

Salary : $23 - $25