Administrative Assistant

Job Description

Job Description

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.