Administrative Assistant /VP of CS/ /Internal/

Position Overview

Join our team as an Administrative Assistant, where you'll play a vital role in supporting the Customer Service Department Head. You will manage scheduling, documentation, reporting, and policy updates while coordinating communication across departments and assisting with special projects. If you're highly organized, detail-oriented, and thrive in a dynamic environment, we want to hear from you!
Schedule: 8-hour shift, Monday to Friday. Hours may vary based on business needs.
Location: Fully In-Office (Irvine, CA)
Salary: $23 - $25 per hour

Key Responsibilities

• Act as the primary administrative and operational support to the VP of Client Success.
• Provide administrative support to Client Success leadership as directed.
• Manage calendars, schedule meetings, and coordinate logistics across Client Success and cross-functional teams.
• Prepare meeting agendas, attend meetings as needed, capture notes, document decisions, and track action items through completion.
• Attend meetings with or on behalf of the VP of Client Success and ensure follow-up on assigned items.
• Create, organize, maintain, and ensure version control of Client Success documentation, including reports, SOPs, policies, procedures, and training materials.
• Submit, update, and maintain records and documentation within internal systems in alignment with compliance requirements.
• Assist with drafting, editing, revising, and maintaining departmental policies, procedures, and internal communications.
• Compile, format, and prepare leadership-ready reports and materials to support departmental initiatives and performance tracking.
• Track projects, initiatives, deadlines, and deliverables across multiple Client Success workstreams.
• Monitor progress, identify risks, delays, or gaps, and escalate issues when appropriate.
• Support special projects through planning, research, coordination, and implementation.
• Serve as a point of contact between the Client Success department and other internal teams to facilitate clear and effective communication.
• Ensure cross-functional commitments and action items are followed through to completion.
• Resolve routine operational issues independently and escalate higher-risk matters as needed.
• Support ad hoc administrative and operational requests and adapt to evolving departmental needs.
• Handle sensitive, confidential, and compliance-related information with discretion and professionalism.
• Adhere to all departmental and company policies, procedures, and expectations outlined in the Employee Handbook.
• Perform other duties as assigned to support Client Success operations and leadership priorities.

Required Qualifications

• High school diploma or equivalent.
• 6+ months of experience within the company ideal.
• 2+ years in an administrative or assistant role, preferably within a customer service or corporate environment.
• Exceptional organizational and time-management abilities.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle sensitive and confidential information with discretion.
• High attention to detail and accuracy in all work.

Benefits & Perks

• Health, dental, and vision benefits available after 30 days of employment.
• Ancillary benefits including legal services, disability insurance, Employee Assistance Program, and much more!
• 80 hours of PTO, 40 hours of Sick Pay, and 2 Health & Wellness Days.
• Paid holidays.
• 401(k) that can be elected from day 1 of employment!
• The opportunity to work alongside an incredible group of people who are all driven to help others.