Office manager / office administrator

Join The Newport Group - Executive Recruiters as a full-time Office Manager and Office Administrator in Encinitas, San Diego County. This is a hands-on, central role that keeps our boutique executive search firm operating smoothly and efficiently every day.

What This Role Involves

As our Office Manager in Encinitas, you'll be the backbone of daily operations for The Newport Group - Executive Recruiters. This is a dynamic, visible position where you'll manage the administrative rhythm of the office, cultivate vendor relationships, coordinate schedules, and ensure our team has what they need to focus on client relationships and recruitment excellence.

Your Responsibilities

• Oversee day-to-day administrative operations including mail, supplies, facilities, and office systems
• Coordinate schedules, meetings, and travel arrangements for team members and visiting clients
• Manage vendor and service provider relationships to maintain office functionality and continuity
• Handle financial administration including invoicing, expense tracking, and budget oversight
• Greet and welcome clients and candidates, creating a strong first impression for The Newport Group
• Manage office communications, phone systems, and internal coordination protocols
• Support recruiting operations with administrative assistance as business needs require
• Maintain office records, databases, and documentation systems in organized, accessible condition

Who We're Looking For

• Exceptionally organized with strong attention to detail and sound professional judgment
• Proven ability to handle multiple priorities and moving pieces simultaneously
• Proactive problem-solver who identifies and resolves issues without requiring direction
• Excellent written and verbal communication skills with strong interpersonal abilities
• Proficient with office management software, spreadsheets, scheduling, and communication tools
• Resourceful, flexible, and adaptable in a fast-paced recruiting environment
• Professional demeanor with genuine customer service instincts

About The Newport Group - Executive Recruiters

The Newport Group - Executive Recruiters is a boutique executive search firm dedicated to matching top-tier talent with world-class organizations. Our Encinitas office is at the heart of our operations, supporting a collaborative team committed to recruitment excellence and professional service.

Ready to Apply?

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