Job Description

Job Title: Office Manager and Executive Assistant to the CEO

Location: San Marcos, California o In-Office Only

Employment Type: Full-time

About Us

We are a forward-thinking IT services company focused on managed services and infrastructure support for small and medium businesses in Southern California. We value integrity, collaboration, and operational excellence. This position is essential to keep our executive leadership aligned with day-to-day operations, IT procurement, HR processes for a small team, contract management for clients, and a well-managed, secure office environment for a team of 30+ employees.

Summary

A highly organized, proactive professional who excels at optimizing workflows, leveraging technology for efficiency, and partnering with the CEO to drive operational excellence. A key requirement is advanced proficiency with QuickBooks bookkeeping, Microsoft Office 365, Google Workspace, and AI tools, including ChatGPT, to maximize productivity, automate routine tasks, generate high-quality communications, and support data-driven decision-making. This role also involves a background check and strict adherence to confidentiality principles. Spanish language proficiency is a plus.

Position Overview

A dual-role designed for a proactive, detail-oriented professional who can serve as both Office Manager and Executive Assistant to the CEO. The breakdown is 70% Office Management and Company Operations (including QuickBooks bookkeeping, procurement, HR scope for a small team, contract management) and 30% Executive Support for the CEO (calendar management, communications, and project coordination). The role also includes client contract management (new client contracts and renewals) working with the contracts attorney as needed. The ideal candidate brings a high degree of professionalism, outstanding communication skills, procurement acumen, and a creative problem-solving mindset. Note: HR functions are limited to a three-person domestic office; comprehensive HR for the remaining 25 employees in another office is handled by another designated colleague.

HR Functions (Limited to Primary Office)

Prepare offer letters for new hires, coordinate onboarding documentation, and track completion for a three-person HR scope.

Manage employee handbook sign-offs and ensure acknowledgment from new and current employees.

Support basic HR-related inquiries and act as a liaison between staff and leadership as needed.

Key Responsibilities

1) Office Management & Company Operations (?70%)

Oversee daily office operations, facilities, supplies, and vendor relationships; ensure a secure, efficient, and welcoming office environment.

QuickBooks bookkeeping tasks (data entry, AP/AR, vendor payments, reconciliations) with high accuracy.

Manage timesheets for three employees and prepare timesheets for biweekly payroll submission.

Proficiency with Microsoft Office 365, Google Workspace, and general productivity tools to produce reports, dashboards, and documentation.

Assign and track online training courses for engineers; coordinate with training platforms as needed.

Proactively handle basic PC-related knowledge and troubleshooting basics as part of daily operations.

Lead procurement activities for the IT function: solicit quotes, compare vendors, negotiate terms, and assist with IT equipment purchases.

Support the IT organization's procurement function, including coordinating quotations for new customers and ensuring proper contract alignment.

Manage client contract lifecycle: initiate and track new client contracts, monitor renewal dates, and coordinate with the contracts attorney to modify contracts as needed.

Fleet management assistance for three company-owned vehicles, including scheduling, maintenance coordination, and record-keeping; potentially driving company vehicles as needed.

Manage company-wide insurance for all company vehicles; coordinate renewals, coverage changes, and liaise with insurers.

Manage company-wide credit card program, including administration of multiple company credit cards, reconciliation, and reporting as needed.

Maintain detailed records, filing systems, and data entry processes; ensure data integrity and compliance.

Monitor and improve office processes, onboarding/offboarding, and security awareness practices.

Collaborate with a large team (30+ employees) to coordinate meetings, events, and internal communications.

Ensure confidentiality and security-conscious handling of sensitive information.

Use of artificial intelligence tools, including ChatGPT, to enhance productivity, data analysis, scheduling, and overall administrative workflows.

The candidate must be able to lift and carry up to 25 pounds for occasional IT equipment deliveries to engineers at client sites, when required.

2) Executive Support to the CEO (?30%)

Manage the CEO's calendar, scheduling internal and external meetings, travel, and logistics (via Outlook Calendar and Google Workspace).

Prepare briefing materials, agendas, and follow-up notes for meetings; draft, format, and proofread correspondence and reports.

Screen, prioritize, and respond to emails; draft professional replies and route items for approval as needed.

Coordinate CEO-facing communications, including board materials, investor updates, and senior leadership communications.

Plan and coordinate cross-functional projects and initiatives; drive follow-through and accountability.

Support high-level internal and external communications with a professional, polished tone.

Some personal tasks for the CEO may be handled as needed, acting as a reliable partner to the CEO.

Qualifications (Minimum Requirements)

Bachelor's degree required.

Office manager experience: minimum of 4 years.

QuickBooks bookkeeping proficiency: at least 1 year of hands-on experience (data entry, invoicing, check printing, payments verification).

Microsoft Office 365 proficiency: at least 4 years of experience.

Google Docs/Workspace proficiency: at least 1 year of experience.

Experience with ADP or equivalent HR timekeeping systems: at least 1 year.

Ability to assign and track technical training courses for engineers.

Proficiency with using essential communication tools (WhatsApp, iMessage) and comfort with iPhone-based workflows.

Knowledge of basic PC functions and IT equipment.

Advanced AI proficiency, including practical use of ChatGPT and related tools to improve efficiency and output.

Experience with contract management for clients, including collaborating with a contracts attorney on modifications; familiarity with contract lifecycle processes is a plus.

Experience managing timesheets and payroll preparation is preferred.

Ability to drive company vehicles if needed and manage related insurance requirements.

The candidate must be able to lift and carry up to 25 pounds for occasional IT equipment deliveries to engineers at client sites, when required.

Excellent typing speed (target: 50 words per minute or higher) and superb written/verbal communication skills; highly professional and discreet.

Strong organizational and time-management abilities with a proven track record of managing multiple priorities in a fast-paced environment.

Ability to manage calendars, coordinate travel, and handle complex scheduling with attention to detail.

Highly detail-oriented with an analytical mindset; capable of handling sensitive information with confidentiality.

Creative problem-solver with a proactive, can-do attitude.

Strong interpersonal skills and the ability to work effectively with a diverse, cross-functional team.

Experience in IT procurement, vendor management, and contract support is highly desirable.

Familiarity with data security considerations and office security practices.

Experience with HR tasks within a limited scope (offers/onboarding/handbook) is a plus, given the constrained HR environment.

Language: ability to speak Spanish is a plus.

Preferred Attributes

Experience in IT services or technology companies.

Knowledge of procurement processes and contract administration.

Experience with project coordination, event planning, and internal communications.

Comfort with a fast-growing environment and evolving responsibilities.

Working Conditions

Full-time, in-office role based in San Marcos, California; standard business hours with flexibility for meetings or travel as needed.

On-site presence required.

Compensation and Benefits

Competitive salary commensurate with experience.

Health, dental, and vision insurance; 401(k) with employer matching and profit-sharing programs; paid time off, paid sick time, and holidays.

Employee discounts on computer equipment and computer services.

Opportunities for technical training and access to applications used to support the job role.

Opportunities for professional development and growth within the company.

Background Check and Confidentiality

This position requires a background check as part of the pre-employment process.

All employees must understand and adhere to confidentiality and data handling best practices.

How to Apply

Submit your resume and a cover letter outlining your fit for this role, highlighting experience in office management, QuickBooks bookkeeping, IT procurement, client contract management (with attorney coordination), AI proficiency, HR tasks (limited scope), and executive support.

Include your availability and salary expectations.

Job Type: Full-time

Pay: $55,000.00 - $70,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Employee assistance program Employee discount Flexible schedule Flexible spending account Health insurance Health savings account Life insurance Paid time off Referral program Retirement plan Vision insurance
Work Location: In person