Administrative Assistant

Position Summary

The Administrative Assistant will provide day-to-day operational and administrative support to the CEO and broader team. This role requires someone who is organized, proactive, and comfortable wearing multiple hats in a small-company environment. Responsibilities span office management, calendar coordination, vendor communication, sales support, and general administrative tasks.

Key ResponsibilitiesOffice & Administrative Operations

• Organize and maintain the office, ensuring a clean, functional, and well-stocked workspace
• Handle mail, packages, and shipping logistics
• File, scan, and organize documents, both physical and digital
• Update and organize shared drives and company files
• Prepare and format documents, letters, and memos
• Coordinate with IT on basic tech issues or equipment setups
• Manage conference room schedules and setup
• Run occasional errands and handle miscellaneous office needs as they arise

Calendar & Scheduling

• Manage and coordinate calendar events, meetings, and appointments for the CEO, including personal scheduling
• Schedule and coordinate inspections, deliveries, and service appointments
• Reschedule or cancel meetings and appointments on behalf of the CEO as needed

Vendor & Supplier Communication

• Serve as a primary point of contact for vendors, suppliers, and service providers
• Draft and send professional emails to vendors regarding orders, pricing, samples, and follow-ups
• Coordinate with fragrance houses, packaging suppliers, and freight/logistics providers
• Follow up on overdue shipments, equipment orders, and outstanding vendor deliverables
• Manage vendor onboarding tasks such as credit applications and account setup

Sales & Product Support

• Process sales orders accurately and in a timely manner
• Perform Excel-based sales support work including data entry, reporting, and order tracking
• Compile and distribute weekly retail sales performance reports (e.g., best/worst seller PDFs)
• Support product development by coordinating samples, tracking CAD specifications, and managing shipments with tracking

Insurance, Legal & Compliance Support

• Track and renew business licenses, permits, and registrations
• Coordinate with insurance brokers on policy updates, renewals, and proof-of-insurance requests
• Liaise with outside counsel on administrative legal matters such as trademark filings and name changes

Communication & Follow-Up

• Follow up on internal action items and ensure timely completion across the organization
• Take notes during meetings and distribute meeting minutes and action items
• Assist with social media account management and respond to customer inquiries on platforms such as TikTok
• Support website and digital agency coordination, including scheduling and invoice review

Facilities & Real Estate

• Assist with facility-related research, including forwarding real estate listings and coordinating property tours

QualificationsRequired

• 1+ years of experience in an administrative, office support, or similar role
• Proficiency in Microsoft Excel (comfortable with formulas, sorting, filtering, and basic reporting)
• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and prioritize in a fast-paced environment
• Clear and professional written and verbal communication skills, including drafting business emails on behalf of executives
• Reliable, self-motivated, and able to work independently with minimal supervision

Preferred

• Experience with QuickBooks or similar accounting/order management software
• Familiarity with Google Workspace (Gmail, Google Calendar, Google Drive)
• Prior experience in a manufacturing, wholesale, or consumer goods environment
• Experience supporting a CEO or executive-level individual, including personal scheduling
• Familiarity with retail reporting, PO management, or CPG industry terminology
• Basic understanding of vendor/supplier coordination and logistics

Compensation & Schedule

• Hourly Rate: $22 – $28/hour, commensurate with experience
• Schedule: Part-time, approximately 25–30 hours per week
• Location: On-site at our Huntington Beach CA office

Job Type: Part-time

Pay: $23.00 - $29.72 per hour

Expected hours: 30 – 40 per week

Benefits:

• Flexible schedule

Work Location: In person