OFFICE ASSISTANT Job at Capricor Inc in San Diego

Position: Office Assistant

Capricor is seeking a highly organized, detail-oriented, and hardworking individual to join our San Diego team as a Office Assistant. The Office Assistant will be responsible for providing operational and administrative support to multiple team members and departments in addition to maintaining the general operations of a fast-paced office environment.

Responsibilities:

• Maintains cleanliness of the office
• Manages all ordering, organization, and stocking of office supplies and kitchen supplies including tracking inventory to ensure we are fully stocked of supplies at all times
• Places lunch orders for team members as needed with proper approval
• Manages all administrative and office duties/activities including but not limited to:
  1. Greeting guests and alerting appropriate parties of their arrival
  2. Managing incoming and outgoing calls
  3. Coordinating and routing mail and deliveries
  4. Performing general office tasks, such as filing, scanning, photocopying, and mailing
  5. Keeping shared/common office spaces organized (i.e. kitchen, conference rooms, etc.)
• Assists in creating/submitting expense reports as needed
• Assists with coordination of logistics for on/off-site meetings, events, and conferences as needed
• Compiles and distributes information to appropriate parties as needed
• Compiles, collates, and assembles meeting/presentation materials
• Handles conference room set up for meetings as needed
• Performs other duties as assigned

Requirements:

• BA/BS degree preferred
• 1+ years of administrative experience
• Thorough understanding of office management procedures
• Proficient with all MS Office 365 programs, including Outlook, Word, Excel, Teams and PowerPoint, as well as Zoom video conferencing technology
• Excellent communication, interpersonal and organizational skills required
• Strong problem-solving abilities
• Ability to multitask, manage priorities, and ensure timely execution of deliverables
• Ability to handle sensitive company information in a confidential and professional manner
• Ability to work well in a dynamic, results-oriented and cross-functional team environment

Work Environment/Physical Demands:

• Must be able to sit and stand for extended periods
• Must be able to lift/carry reports and materials up to 40 pounds, move about the office, communicate efficiently and effectively on the telephone or in person, and complete required paperwork