Operations & Administrative Assistant

Operations & Administrative Assistant

Full-time San Diego, California, United States

As the Operations & Administrative Assistant, you will play a key role in ensuring a welcoming, organized, and well-functioning headquarters while providing essential administrative support to AoPS's executive team. This role is essential to day-to-day office operations and executive leadership support, as well as coordinating company events, with tasks ranging from keeping the kitchen stocked to navigating meeting logistics and planning company-wide gatherings.

The Operations & Administrative Assistant will:

Executive & Administrative Support

• Provide scheduling and coordination support for the executive team, including calendar management and meeting logistics
• Coordinate logistics for leadership meetings, workshops, and events, including venue reservation and on-site coordination
• Coordinate hotel, airfare, and team meal logistics when needed

Office Operations & Facilities

• Serve as support to the Office & Facilities Manager, maintaining continuity of office operations
• Maintain the cleanliness, stocking, and overall upkeep of office common areas, including managing snack and supply inventory
• Coordinate with facilities-related vendors under the direction of the Office & Facilities Manager
• Conduct regular facility walkthroughs to ensure safety, cleanliness, aesthetic upkeep, and a welcoming office environment

General Administrative Support

• Assist in onboarding new employees, including workstation setup and office tours
• Answer the main office phone line and direct callers appropriately
• Complete other tasks and responsibilities as assigned

The ideal candidate has:

• Experience in administrative support, office coordination, or a similar role
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Excellent interpersonal skills and a service-oriented mindset; comfortable supporting everyone from interns to executives
• Discretion and professionalism when handling sensitive scheduling or leadership information
• Comfort with both white-collar tasks (calendar coordination, event planning) and hands-on office duties (restocking, cleaning, physical setup)
• Familiarity with facilities or vendor coordination

Why Join AoPS:

• Impact: As the first point of contact for our headquarters, you'll help set the tone for how AoPS operates and shows up for its team, keeping leadership organized and the office running smoothly so everyone else can focus on the mission
• Flexibility: Casual work environment
• Benefits: Multiple options for Medical, Dental and Vision plans
• Future Planning: 401(k) with company match
• Quality of Life: PTO Plan and supportive leadership that gives you the work-life balance you deserve

Background Check:

Please note that employment is contingent on the successful completion of a background check.

Work Authorization:

Please note that in order to be considered for this position you must be legally authorized to work in the US. We are unable to offer sponsorship, including STEM-OPT and H-1B.

About AoPS:

Art of Problem Solving (AoPS) is on a mission to discover, inspire, and train the great problem solvers of the next generation. Since 2003, we have trained hundreds of thousands of the country's top students, including nearly all the members of the US International Math Olympiad team, through our online school, in-person academies, textbooks, and online learning systems. While our primary focus has been math for most of our history, through the years we have expanded our unique problem solving curriculum into more subjects, such as language arts, science, and computer science.