Administrative and Operations Assistant Grind Fire Defense Anderson, CA Job Details Full-time $24 - $25 an hour 21 hours ago Benefits Paid holidays 401(k) Retirement plan Paid sick time Qualifications Accounting systems Customer communication Microsoft Office Specialist AI tools proficiency Executive administrative support Company vehicle operation High school diploma or GED Driver's License Attention to detail Financial record maintenance QuickBooks Productivity software Technical Proficiency Accounting support Full Job Description Position Summary Grind Fire Defense is seeking a dependable, highly organized Administrative & Operations Assistant to support the daily administrative and operational needs of a busy small business. This hands-on role works directly with the Owner and serves as an important point of contact for customers, employees, vendors, and business partners. The ideal candidate is professional, detail-oriented, comfortable working independently, confident asking questions when direction or approval is needed, and able to shift priorities as business needs change. This role will be an administrative assistant, and after successful training and completion of the first year of employment will be eligible to be promoted to Operations Manager and take on different, more advanced responsibilities. Key Responsibilities Office Administration & Customer Service Manage daily front-office operations, including phones, voicemail, email, mail, and customer communications. Provide professional customer service, take detailed messages, and escalate issues when needed. Maintain business contacts, mailing lists, office supplies, correspondence, and general administrative records. Prepare documents and materials for Owner review and signature. Operations Support Support licensing, fleet, fuel, equipment, and state-reporting requirements. Process onboarding paperwork and coordinate temporary staffing as directed. Assist with ordering, pickups, employee transportation, and other operational needs using company vehicles. Maintain and update Standard Operating Procedures (SOPs) and help keep the office organized and functional. Billing & Payroll Maintain the weekly Bills Due Report and prepare financial information for Owner review. Reconcile employee timecards, complete payroll calculations, and submit required workers' compensation. Executive Support Manage the Owner's calendar, email organization, scheduling, and follow-up. Track items requiring Owner review or approval and help ensure deadlines and decisions are completed. Attend meetings, networking events, and business functions as needed. Marketing & Community Engagement Maintain company social media accounts and assist with regular content and blog updates. Support company announcements, promotions, and community outreach. Build and maintain professional relationships with local businesses and community partners. Required Qualifications High school diploma or equivalent. Basic QuickBooks knowledge and comfort with routine administrative accounting tasks. Proficiency with standard office technology, software, and AI-assisted workplace tools. Strong written and verbal communication skills. Ability to perform accurate basic calculations and administrative recordkeeping. Valid driver's license and ability to meet company vehicle insurance requirements. Ability to drive company vehicle Ability to successfully complete required background and drug screening processes. Ability to safely lift and carry up to 50 pounds. The Right Person for This Role Takes pride in completing tasks accurately and on time. Is highly organized, detail-oriented, and motivated by task completion. Works well independently without needing constant supervision. Is comfortable asking questions rather than making assumptions. Can work directly with a fast-moving business owner and respectfully follow up when information or approval is needed. Understands the difference between solving routine problems independently and escalating decisions that require Owner approval. Adapts well when priorities change and handles sensitive information professionally and discreetly. Schedule & Benefits Full-time, 40 hours per week; Monday-Friday, 8:00 a.m.-4:30 p.m. Prestige Urgent Care membership subscription after successful completion of the 90-day introductory period. CalSavers retirement savings program. 5 paid sick days per year. 4 paid company holidays per year. Up to 30 days of unpaid time off per year, subject to company scheduling and time-off policies.

Important role expectation:

This position is responsible for keeping work organized, following up, and ensuring tasks move forward and supporting the owner. Decisions reserved for the Owner must be brought to the Owner for approval rather than made independently. Equal Opportunity Grind Fire Defense is an Equal Opportunity Employer and provides reasonable accommodations to qualified individuals with disabilities in accordance with applicable law.

Pay:

$24.00 - $25.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) Retirement plan Application Question(s): Any executive assistant experience?

Education:

High school or equivalent (Required)

Experience:

Office:

2 years (Required)

Work Location:

In person