Description Are you an organized, detail-driven professional who loves keeping busy and thrives in a creative, team-oriented environment? A reputable construction and architectural design firm based in Carlsbad is seeking a stellar Administrative Assistant to join their growing office. This role is perfect for someone who enjoys wearing multiple hats, providing exceptional support to project managers, designers, and clients, and being the go-to problem solver for the team. Their Carlsbad office blends a professional yet relaxed environment-with team lunches, milestone celebrations, and leadership that values open communication and growth. As the Administrative Assistant, you'll be the heartbeat of daily office operations-coordinating schedules, preparing project documentation, maintaining records, and ensuring that everything runs seamlessly behind the scenes. Responsibilities:
- Serve as the first point of contact for clients, vendors, and visitors; manage calls and emails professionally.
- Provide administrative support to executives, project managers, and the design team.
- Coordinate schedules, prepare meeting agendas, and record meeting minutes.
- Draft correspondence, edit documents, and manage project filing systems.
- Maintain office supplies, organize vendor information, and assist with expense tracking.
- Prepare client proposals, contracts, and change order documentation.
- Support HR with onboarding paperwork, timecards, and employee file updates.
- Assist in coordinating company events and community outreach activities.
- High School Diploma or GED required; Associate's or Bachelor's degree preferred.
- Minimum 3 years of administrative experience, ideally in construction, real estate, or design.
- Strong knowledge of Microsoft Office Suite and Adobe Acrobat.
- Exceptional communication, organization, and multitasking skills.
- Ability to prioritize tasks and maintain professionalism under deadlines.
- Familiarity with Procore, Bluebeam, or QuickBooks is a plus.