Part Time Executive Assistant/Office Manager
(San Diego)

Responsible for the organization and co-ordination of the President, ensuring procedures and resources to facilitate organizational effectiveness and efficiency. Must have a drivers license in good standing and a reliable automobile. Must be a go getter, highly organized, and excited to get stuff done!

Main Job Tasks and Responsibilities (not limited to)

  • assign and monitor clerical, administrative and secretarial responsibilities and tasks among office staff
  • organize orientation and training of new staff members
  • Aid in the design and implement filing systems
  • ensure filing systems are maintained and current\
  • establish and monitor procedures for record keeping
  • ensure security, integrity and confidentiality of data
  • prepare operational reports and schedules to ensure efficiency
  • co-ordinate schedules, appointments and bookings
  • Aid in the monitoring and maintenance office supplies inventory
  • review and approve office supply acquisitions
  • prepare and edit correspondence, communications, presentations and other documents
  • file and retrieve documents and reference materials
  • conduct research, collect and analyze data to prepare reports and documents
  • manage and maintain executives' schedules, appointments and travel arrangements
  • arrange and co-ordinate meetings and events
  • answer and manage incoming calls
  • receive and interact with incoming visitors
  • review and verify invoices and check requests
  • sort, code and match invoices
  • set invoices up for payment
  • enter and upload invoices into system
  • track expenses and process expense reports
  • prepare and process electronic transfers and payments
  • prepare and perform check runs
  • post transactions to journals, ledgers and other records
  • reconcile accounts payable transactions
  • prepare analysis of accounts
  • monitor accounts to ensure payments are up to date
  • research and resolve invoice discrepancies and issues
  • maintain vendor files
  • correspond with vendors and respond to inquiries
  • produce monthly reports
  • assist with month end closing
  • provide supporting documentation for audits
  • attend to personal banking & clerical and day to day support of company owner

Education and Experience:

  • in school or business degree or equivalent
  • high school diploma with a number of years administrative and supervisory experience
  • knowledge of accounting, data and administrative management practices and procedures
  • knowledge of clerical practices and procedures
  • knowledge of human resources management practices and procedures

Key Competencies:

  • communication skills
  • problem analysis and assessment
  • judgment and problem solving
  • decision making
  • planning and organizing
  • work and time management
  • attention to detail and high level of accuracy
  • delegation of authority and responsibility
  • information gathering and monitoring
  • initiative
  • integrity
  • adaptability
  • teamwork and collaboration

Must have reliable car and drivers license. Please do not respond to job posting if you do not currently have a reliable car and valid drivers license.

Office hours are 9am-6pm. Starting hours will most likely be from 9:30am-2pm 5 days a week, 4 days a week, or varied depending on tasks at hand and availability. Will be expected to check emails periodically throughout the day.

Perks include fun company events, complimentary coffee/tea/espresso at our cafe (La Marque), and casual but fast paced environment.

Have you ever traveled internationally? If yes, please tell us where in your cover letter.

How to apply?

Are you the perfect fit? We invite interested and qualified applicants to submit all of the following: resume, cover letter to

When applying for this position, please put "Shark Week - P/T Assistant - (your name)" in the subject of your email.