Executive Administrative Assistant

Overview
We are seeking a dynamic and highly organized Executive Administrative Assistant to join our team! In this vital role, you will be the backbone of executive support to the owner of Filippi's Pizza Grotto, ensuring smooth daily operations and seamless communication across departments. Your energetic approach and proactive mindset will empower the owner to focus on strategic initiatives while you handle a wide array of administrative responsibilities. This position offers an exciting opportunity to showcase your exceptional organizational skills, office management expertise, and ability to juggle multiple priorities with enthusiasm and precision.

Duties

• Support the owner's schedule, priorities, projects, and communications.
• Plan and execute internal and external events, meetings, and community engagements with attention to detail and proactive planning.
• Handle correspondence through email, transcription, proofreading, and document preparation using Microsoft Office suite and other relevant software.
• Maintain meticulous filing systems—both digital and physical—and oversee data entry tasks to ensure accuracy and confidentiality.
• Assist with bookkeeping tasks utilizing QuickBooks, support invoice processing and expense tracking.
• Support project coordination efforts by tracking deadlines, preparing reports, and liaising with team members to ensure timely completion of initiatives.
• Serve as a personal assistant for the owner by managing personal appointments, errands, and other special requests as needed.
• Oversee office management duties such as supply inventory, and maintaining a welcoming environment for visitors.

Requirements

• 3 + years of proven experience in an executive administrative support or office management role, hospitality operations with experience in HR management.
• Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced environment.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace (Gmail, Calendar), and familiarity with DocuSign for electronic signatures.
• Strong typing skills combined with transcription and proofreading abilities to produce clear, professional documents.
• Experience with QuickBooks and data entry processes, ensuring accuracy in financial records.
• Exceptional communication skills—both written and verbal—with a focus on professional phone etiquette across multi-line phone systems.
• Ability to handle confidential information while demonstrating high levels of professionalism and discretion.
• Demonstrated capacity for event planning, project coordination, and managing multiple priorities simultaneously.
• Familiarity with office equipment such as printers, scanners, fax machines, and front desk procedures is preferred. Join us as an Executive Administrative Assistant where your energy fuels our success! Bring your organizational prowess, tech-savviness, and proactive attitude to help lead our team forward—making every day productive and impactful!

Pay: From $70,000.00 per year

Benefits:

• 401(k)
• Health insurance

Application Question(s):

• Please submit a brief statement on why you would be a strong fit for this role.

Experience:

• Executive administrative support: 3 years (Required)

Ability to Commute:

• Chula Vista, CA 91910 (Required)

Work Location: In person