Position Title: Project Administrator - Executive Assistant
Location: San Diego, CA (North Park Neighborhood)
Employment Type: Salary
Range: $60K-$65K
Description: Maya Jewelry is seeking an experienced Project Administrator/Executive Assistant with the grit and determination needed to thrive in a small business environment. We’re looking for someone who excels in organization, has advanced Excel skills, and a proven track record of excellence in process management. As a woman-owned and operated company, we value a healthy, positive attitude and are looking for someone who will bring that same energy to our driven team.
Primary Responsibilities:
- Work directly to assist CEO and Operations Manager
- Lead on project administration across the company, assisting with organization, note taking, and ensuring deadlines are met
- Communicate clearly and effectively
- Global project management administration including managing project management software across company
- Research and sourcing
- Advanced Excel and data scrubbing
- Advanced administrative support
- Process guide implementation and management
- Ensuring that all project documentation is up to date and accessible to the team
- Liaison across company both domestically and internationally
Ongoing Responsibilities:
- Manage current systems and processes
- Managing manufacturing deadlines and projects
- Keep Trello boards up-to-date with all ongoing projects
- Maintain and update professional schedules and organize events
- Schedule meetings and log meeting notes and schedule follow ups
- Manage sourcing and manufacturing projects using Google Drive and Trello.
- Assist in managing and meeting vendor deadlines
- High level client check ins
Expectations and Qualifications:
- Extremely organized
- Advanced Excel experience ie: VLOOKUP & SUMIFS
- Problem solving and critical thinking
- Assertiveness and advocacy
- Comfortable using Google Sheets, Shopify, and project management software (e.g., Asana, Trello).
- Accurate numerical and data entry skills
- Accurately maintain spreadsheets
- Clear communication and solid problem-solving skills
- Project management experience and ability to understand priorities
- Effective time management
- Independent problem-solving and efficient workflow management
- Perform work independently and proactively
Measurables of Performance (KPIs):
- All projects across the company are organized and all info easy to locate.
- Accurate data organization.
- Project deadlines are met.
- Insightful pivoting when needed.
Meetings and Reviews:
- Weekly one-on-one with the direct manager.
- Annual performance reviews.
- Additional reviews as necessary or requested by the employee.
- Monthly meetings to review and hand off projects.
Benefits:
- Year 1: One week of paid time off annually
- Medical Insurance 50% covered, start date 1st of month after 3 month waiting period.
- A company supported 401K implemented after 1 year of employment.
Other Details:
- 10 years qualified experience.
- Experience working with a brand or for a startup useful.
- NDA and background check required.
- In person position standard 9-5 hours, Monday-Friday.
If you are extremely organized, possess strong problem-solving skills, and have a passion for efficient project management, we encourage you to apply for this dynamic position.
