Administrative Assistant

Job Title: Administrative Assistant

Location: Business Office (San Clemente, CA)

Department: Support Office

Work Year: Full Time

Reports To: Human Resources Director

FLSA Status: Non-Exempt

Revision Date: March 2026

The Administrative Assistant facilitates the efficient operation of the assigned department/staff by performing a variety of clerical and administrative tasks daily.

Job Summary:

The skills required for this position include time management, computer proficiency, attention to detail, communication, organization, adaptability, problem-solving, customer service, multi-tasking, and confidentiality. This position will work with the business office as well as our camp’s staff.

Supervisory Responsibilities:

None

Primary Responsibilities/Essential Functions:

• Answers and transfers phone calls, screening when necessary does have a phone tree that will help with this process
• Scan Medical Forms-Daily
• Scanning and Data entry
• Enter Information from schools
• All office and camp correspondence
• Welcomes and directs visitors and clients
• DMV Tasks Office/All Camps:

1. 1. Manages registrations

• Maintains filing systems as assigned
• Make new yearly files for accounting
• Pack up year-end files to off-site storage-give to the Logistics Support Coordinator to help move to storage/oversee location in the storage unit.
• Process all stamp orders and set up envelopes
• All credit cards make copies and distribute to individuals/camps
• P.O.s to accounting/file and maintain them at each campsite
• Look up files if needed
• Issuing school certification letters and keep on record
• Record keeping
• Off-Site Storage
• Keeping it organized
• Shredding at year-end on certain files
• Store Inventory
• Working with office/camp assistant on storage
• Meetings Tasks:

1. 1. Keep all GDI “Board Meeting” minutes yearly, possible that this yearly meeting requires notetaking
   2. CEO/CFO meetings
   3. Work office calendar

• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed
• Coordinates and schedules travel, meetings, and appointments for directors and staff.
• Maintains the GDI Condo reservation book and cleaning services.
• Office Tasks:

1. Supply orders
2. Ordering stamps through a website
3. Copier maintenance
4. Yearly Board Meeting Books
5. Office seasonal decorations (Fall/Winter)
6. Mail-Post Office (All mail) Stamps
7. Fed-ex/UPS/DHL when needed/signing for packages
8. Laminating
9. Maintaining employee lists for the office and send to the camp administrators
10. School/Summer camp dates
11. Any mail holds (Winter Break)
12. Check-in with camps

• Maintains office supplies and coordinates maintenance of office equipment
• Request office keys for new staff with the CFO approval-Logistics Support Coordinator will get them cut.
• Performs other related duties as assigned
• GDI Store Tasks
• Maintain and stock camp merchandise
• Maintain the store website
• Pull orders and mail
• Maintain internet site with the merchandise

Required Skills/Abilities:

• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Proficient in Microsoft Office Suite or related software
• Excellent organizational skills and attention to detail
• Basic understanding of clerical procedures and systems such as recordkeeping and filing
• Ability to take detailed notes in meetings
• Ability to work independently
• Drive a vehicle with current driver’s license
• Travel to and from other GDI Camp Facilities/Business Office may be required using your personal vehicle.

Education and Experience:

• Two years of experience in an administrative role

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 50 pounds at times
• Ability to push/pull up to 25 pounds

Salary is paid at an "Hourly" rate Bi-Weekly:

• Salary range is: $19.00 to $23.00 per hour