What are the responsibilities and job description for the Administrative Assistant position at Tag Management Inc?
Role Overview
The Administrative Assistant supports Plumb’s day-to-day front office and administrative operations, ensuring a professional, organized, and client-focused environment. This role is responsible for maintaining the efficiency of the La Jolla office, managing all incoming and outgoing mail, and providing high-level administrative support to the executive and operations teams.
This position is replaceable by design — built to create structure, documentation, and consistency so the work can continue seamlessly regardless of who performs it. The ideal candidate is proactive, resourceful, and detail-driven, anticipating needs before they arise and taking pride in keeping the business running smoothly.
Work hours fall between 8:00 AM and 5:00 PM PST, determined by office and operational needs.
Key Responsibilities
● Serve as the first point of contact for staff, guests, and executives. Maintain a professional and welcoming environment.
● Oversee daily front-office operations including phones, mail, supplies, and vendor coordination.
● Support executive scheduling, travel, and administrative needs.
● Coordinate document handling, including printing, scanning, shipping, and routing approvals.
● Manage incoming and outgoing mail. Ensure checks and deposits are processed accurately and on time.
● Maintain organized office systems, logs, and records to support efficiency.
● Assist with event logistics, meeting preparation, and office upkeep.
● Uphold confidentiality and accuracy in all administrative and financial tasks.
● Provide general administrative support across departments and take on special projects as assigned.
Qualifications & Skills
● 2 years of administrative experience in a professional setting.
● Exceptional organizational skills and attention to detail.
● Clear, polished communication in both written and verbal form.
● Strong time management and ability to handle multiple priorities.
● Proficient in Microsoft Office 365 (Word, Excel, PowerPoint, Teams, Outlook).
● Dependable, proactive, and solution-oriented.
● Professional demeanor and commitment to confidentiality.
Performance Expectations
● Maintain an organized, client-ready office environment.
● Process mail, deposits, and documentation within 24 hours of receipt.
● Respond to internal and external inquiries within one business day.
● Complete administrative tasks on schedule and with precision.
● Demonstrate accountability, reliability, and clear communication.