Responsibilities will include, but not limited to:
· Manage office services by organizing office operations and procedures; office supplies and equipment requisitions
o Ensure all office equipment is in working order: copier, scanner, phones etc.
o Order office supplies
o Stock fridge & pantry
o Daily mail pickup & distribution
o Maintain tidy office
o Submit proper invoices, receipts to Finance
o Run occasional errands as necessary
· Office vendor management
o Liaise with external IT services
o Liaise with building facility management
o Uniform vendors: manage the procurement and distribution of uniforms for staff, ensuring proper inventory and sizing
o Marketing vendors
o Utilities: Cox, Verizon
o Parking validations
· Schedule and facilitate meetings and appointments within the office
o Host twice weekly team meetings, compile team member meeting slides etc.
o Participate in quarterly safety meetings, record & distribute meeting minutes
o Manage the executive calendar, requiring interaction with internal and external executives and assistants to schedule variety of business meetings
· Document Control Management
o Maintain and organize files, documents, and records, both in hard copy binders and electronically using Box.
o Aircraft documents, insurance policies, passports, airline rewards accounts, company vehicle registrations
· Partner with Human Resources to update and maintain office policies as necessary
o Assist with the onboarding process for new hires: order business cards, setup computers, network logins, etc.
· Coordinate travel arrangements and reservations for team members, including flights, accommodation, and transportation for executive management
· Assist with special events and conference planning: holiday parties, sporting events, charity events
· Assist with preparing the operational financial and management reports on a monthly, quarterly, and annual basis, as needed
· Coordinate the production and distribution of marketing materials, ensuring brand consistency
· Establish and maintain a positive working relationship with clients, agencies, and coworkers to promote a quality service image
· Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
· Assist with all aspects of the management of yacht charter business
o Manage charters with boat rental company
o Ensure business licenses, certificates, insurance policy are current
o Coordinate regular yacht maintenance, cleaning, improvements
o Liaise with various vendors
· Assist with all aspects of the management of short-term rental business
o Ensure business licenses, certificates, insurance policy are current
o Coordinate website creation and maintenance
o Ensure property is property maintained, stock supplies for guests
· Assist with duties assigned by other team members
· Other duties and responsibilities may be assigned
Job Qualifications
· Proficient in MS Office: Word, Excel, PowerPoint, Outlook, and other office management tools and applications
· Bachelor’s degree
· 5+ years of administrative work experience
· Must take and pass the CA Notary exam within 90 days of employment, company-paid
· Outstanding abilities to communicate in person, in writing and over the phone: professional business writing, emails, proposals
· Excellent leadership, time management and organizational skills
· Demonstrate a sense of urgency and possess a proactive approach to meeting deadlines and company goals, while providing status updates to team members
· Detail oriented, excellent communication skills, and ability to follow directions, receive constructive feedback, drive tasks to completion
· Current valid driver’s license
· Opportunity to grow and advance within the company, after demonstrating ability to perform given tasks
Employment Classification : Full-Time and Exempt, in office Downtown San Diego M-F, Hours: 8:30AM – 4:00PM, paid parking.
Benefits :
· Medical PPO, dental, vision
· 401k matching
· Paid holidays
· Paid vacation
· Paid sick leave
· Food pantry
· Company branded shirts/jackets
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