Executive Assistant/Office Manager Job at Robolink in San Diego

Executive Assistant and Office ManagerLocation: Onsite 8920 Kenamar Dr. Ste 209, San Diego, CA 92121Type: Full-timePay:  $67,000 - $85,000About Us:Robolink is an edtech company thats leading the charge for drones meant for the education space and for K-12 drone competitions. Our mission is to make STEM engaging and accessible through building tools for hands-on learning and equipping teachers with the resources to teach with these tools. Our flagship product, the CoDrone EDU, is the official drone used in the Aerial Drone Competition, the largest drone competition in K-12.Job Summary:We are seeking a proactive and highly organized Executive Assistant/Office Manager to support our executive team and office with various administrative, organizational and research tasks. The ideal candidate will have excellent communication skills, be tech-savvy, and thrive in a fast-paced environment. This role involves a combination of office administration, research and travel management duties.Key Responsibilities:Administrative Support:Manage the mail inbox, ensuring timely responses and flagging urgent matters.Prepare reports and correspondence to facilitate effective communication.Handle check deposits and ensure proper recording and tracking of payments.Scan and organize documents, distributing them to the appropriate recipients.Investigate and resolve any uncertain or irregular payments.Perform special projects and other duties as needed or assigned by the CEO or Leadership Team as required.Travel, Event and Meeting Management:Oversee travel arrangements for executives, including itineraries, booking flights, accommodations, and transportation.Coordinate tradeshow and conference attendance, including registration and logistics.Coordinate and organize company meetings and team events as needed.Organization & Office Management:Oversee and maintain day-to-day office operations, implement systems, processes, and policies to support overall harmony, productivity and effectiveness.Oversee the workplace experience, ensuring a safe, organized, and welcoming environment for the team and visitors.Serve as the primary point of contact for the office operations, including maintenance, repairs, postal services, and supplies.Maintain and organize digital files in Notion and Google Drive.Create and update Standard Operating Procedures (SOPs) as needed.Provide assistance to other team members and departments to contribute to the best overall performance of the office.Research & Analysis:Conduct research on industry-specific topics that are relatively new and evolving, such as BlueUAS, COPPA, FERPA, and related compliance regulations).Shipping & LogisticsProvide backup support for the shipping coordinator, ensuring smooth logistics and timely order processing in their absence.Requirements:Proven experience in an administrative or executive assistant role with a minimum of 2 years' experience.Possess strong interpersonal and communication skills, with the ability to build rapport and foster a positive work environment.Strong research skills with the ability to quickly grasp and summarize complex topics.Ability to exercise good judgment, prioritize, organize and meet deadlines.Highly self-motivated and results-oriented with a proactive approach.Proficiency in Google Workspace, Notion, and document management systems.Strong organizational and time-management skills.Ability to handle sensitive information with discretion.Preferred Qualifications:Experience managing executive travel and coordinating events or tradeshows.Prior experience in office management or administrative roles in a fast-paced environment.BenefitsMedical, Dental, Vision and Life insurance.401K Retirement Plan.Generous paid time off policies to include vacation, sick and holidays.Competitive salary and performance-based incentives.Supplemental benefits and Employee Assistance Program.Mileage ReimbursementCell Phone ReimbursementThe opportunity to grow your career in a profitable high-growth startup.To Apply:Please submit your resume and a brief cover letter explaining your qualifications for the role.
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