Find & Apply For Executive Assistant Jobs in Santa Clarita, California

Executive Shipping Administrative Assistant Location:

Valencia, CA (In-Office)

Schedule:

Monday - Friday | 9:00 AM - 5:30

PM PST Pay:

$25.00 per hour

Overview:

This is a high-variety, multi-functional role for someone who thrives on wearing many hats. The Shipping Administrative Assistant provides direct daily support to both the Office Manager and Vice President, serving as a key operational link between shipping, invoicing, and customer-facing communication. The ideal candidate is organized, dependable, comfortable switching between tasks throughout the day, and confident communicating in both English and Spanish.

Key Responsibilities:

Shipping & Logistics Coordinate and process outbound and inbound shipments via UPS, FedEx, and USPS Generate shipping labels, manifests, and tracking documentation; monitor shipments through to delivery Compare carrier rates and service options to select the most cost-effective shipping method Troubleshoot shipping delays, lost packages, damaged freight, and carrier claims Maintain accurate shipping logs and records for audit and reporting purposes Invoicing & Administrative Support Prepare, process, and reconcile invoices using Microsoft GP and QuickBooks Match shipping documentation to invoices and purchase orders; resolve discrepancies promptly Maintain organized digital and physical filing systems for shipping, billing, and correspondence Draft, format, and proofread correspondence, reports, and internal documents Order and track office and shipping supplies Executive & Office Support Provide day-to-day administrative support to both the Office Manager and the Vice President, balancing competing priorities and deadlines Schedule meetings, manage calendars, and coordinate travel arrangements as needed Prepare materials for meetings and assist with special projects as assigned by either supervisor Act as backup support across office functions — this role wears many hats with no exceptions Customer Service Serve as a point of contact for customer shipping inquiries, order status, and billing questions Communicate professionally with customers and vendors in both English and Spanish, verbally and in writing Resolve customer concerns promptly or escalate appropriately to ensure timely follow-up

Qualifications:

Minimum 2 years of experience in shipping/logistics, invoicing, or administrative support Fully bilingual in English and Spanish (written and verbal) Hands-on working knowledge of Microsoft GP (Great Plains) Hands-on working knowledge of QuickBooks Practical experience with UPS, FedEx, and USPS shipping platforms Strong organizational skills with the ability to manage multiple priorities simultaneously Excellent written and verbal communication in both required languages Comfortable taking directions from two supervisors and adapting to shifting priorities Proficiency in Microsoft Office Suite (Outlook, Word, Excel) High level of discretion, reliability, and professionalism

Job Type:

Full-time Pay:

$24.00 - $25.00 per hour

Benefits:

Employee discount

Experience:

Warm calling: 3 years (Required) Appointment scheduling: 3 years (Required)

QuickBooks:

1 year (Required) Appointment software: 1 year (Preferred) Call center: 1 year (Preferred)

Language:

Spanish (Required) Ability to

Commute:

Valencia, CA 91355 (Required)

Work Location:

In person