Job Description

About Us  

Marine Taxonomic Services (MTS) is an environmental consulting firm committed to providing innovative solutions to help our clients create valuable scientific knowledge while growing their business in a sustainable manner. MTS projects are selected and implemented to manage the condition of our natural resources through the procurement of scientific data. Founded in 1980 and incorporated in 1993, MTS is a certified small business with offices in San Diego, California; Corvallis, Oregon and South Lake Tahoe, California. 

We seek individuals who are highly self-motivated and work well with other team members and clients, in addition to exhibiting good verbal communication and computer skills (i.e. Microsoft Outlook, Word, Excel). 

We offer competitive compensation, commensurate with education and experience. 

Essential Duties and Responsibilities  

• The successful Executive Assistant + Office Manager will be able to transition efficiently from one project to the next and be flexible with regards to coordination of equipment and personnel across tasks. 
• Work closely with the Vice President, Principal Consultant to manage incoming/outgoing communication, organize schedule, audit timesheets for billing purposes and other miscellaneous tasks, as needed 
• Organize, manage, and order field, laboratory, and general office supplies. 
• Responsible for resolving office maintenance issues that arise and scheduling monthly office cleaning. 
• Responsible for ensuring security system is up to date and security cameras remain charged. 
• Manage incoming/outgoing mail including check deposits. 
• Manage expense receipts and enter expenses into project management system. 
• Manage company PEX cards and receipts.
• Manage all personnel scheduling including project schedules and time off. 
• Prepare and distribute all company meeting schedules and agendas. 
• Responsible for audit of physical files (removing any documents older than 7yrs), accurate and efficient filing of invoices, vendor paperwork, employee files, etc. 
• Responsible for collecting and maintaining visual assets for Marketing/Social Media catalog. 
• Create engaging posts for Social Media accounts including Instagram and LinkedIn. 
• Create and distribute quarterly e-newsletters. 
• Maintain a professional, clean, comfortable work environment where supplies are stocked, equipment is organized, technology is operating optimally, employees have what they need to perform their jobs optimally, and security is managed. 
• Organize and maintain equipment including the management of all vehicles and vessels such that projects can be mobilized efficiently and carried out safely. 
• Organize and maintain vehicle and vessel titles and registrations. 
• Responsible for supporting company safety initiatives. 
• Manage scheduling of annual/bi-annual Sexual Harassment and Workplace Violence Trainings. 
• Develop a pipeline of talent for hiring needs. 
• Responsible for posting available positions to various job sites and social media sites as well as the Company website. 
• Responsible for screening potential employees and setting up interviews with the appropriate hiring manager. 
• Develop an organized database of potential hires based on job duty. 
• Responsible for managing offer letters and all communication required to ensure all documentation and background screening necessary are completed prior to the first day of employment. 
• Manage the onboarding process including communication on what to expect on the first day, coordinating with team for onboarding meetings and ensuring the new hire is well- equipped for the start of their employment. 
• Coordinate 90-day review process with the hiring manager. 
• Manage company milestone recognition including birthdays and work anniversaries or other momentous occasions. 
• Provide leadership to manage a variety of special projects, some of which may have organizational impact. 
• Prioritize conflicting needs; handles matters expeditiously, proactively, and follows- through on projects to successful completion, often with deadline pressures. 
• Will support operations of San Diego, Tahoe and Oregon offices. 
• Will support Business Manager on day-to-day operational needs of the business. 
• Other duties as assigned. 

Professional Requirements and Certifications  

• Bachelor's degree required 
• 3-5 years of experience in executive assistant and/or office manager role 
• Able to manage and prioritize multiple projects simultaneously 
• Professional demeanor, able to work with a variety of personalities 
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, QuickBooks and Social Media web platforms. 

Compensation  

Hourly; $25-$30/hour, commensurate with education and experience 

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