Job Description

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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