Administrative Assistant

C2 Collaborative is an award-winning landscape architecture and planning firm based in San Clemente, California. We are seeking a dependable, organized, and proactive Administrative Assistant to support our office operations, leadership team, and creative staff. This role is ideal for someone who enjoys keeping things running smoothly, communicating professionally, and supporting a collaborative design office. The Administrative Assistant will serve as a key point of contact for visitors, clients, vendors, and team members while helping maintain an organized, efficient, and welcoming office environment. Key Responsibilities Office Operations & Front Desk Support Serve as the first point of contact for visitors, clients, vendors, and incoming calls Answer, screen, and direct phone calls in a professional and friendly manner Monitor general voicemail and email inboxes, and route messages as needed Maintain a clean, organized, and welcoming reception area, conference room, kitchen, and shared office spaces Coordinate office lunches, meetings, refreshments, and internal team gatherings Monitor and order office supplies, snacks, beverages, and general office materials Assist with mail distribution, shipping, deliveries, and vendor coordination Administrative & Team Support Assist leadership and team members with general administrative tasks, including document preparation, meeting notes, filing, scanning, and formatting Support internal communications, schedules, calendars, reminders, and office-wide coordination Assist with travel arrangements, meeting logistics, lunch reservations, and event preparation Help maintain organized digital and physical files Provide support to various departments as needed, including operations, marketing, business development, accounting, and project teams Accounting, Marketing, Events & Culture Support Assist with daily financial data entry, invoice matching, billing generation, and payment tracking to ensure accurate AP/AR records Check projects and employee time entries within CORE to facilitate accurate tracking and budget monitoring Help prepare materials for office mailings, client outreach, events, and internal initiatives Support occasional marketing or business development tasks, such as organizing materials, updating contact lists, assembling packages, or coordinating event logistics Assist with employee birthdays, team celebrations, holiday events, and company outings Contribute to a positive, professional, and team-oriented office culture Qualifications Bachelor’s degree preferred but not required Minimum 2 years of office experience; accounting or finance background a plus Proficiency with Microsoft Outlook, Word, and Excel, as well as Google Sheets Familiarity with BQE CORE or similar project management software is highly desirable Strong organizational skills and attention to detail Excellent verbal and written communication skills A professional, friendly, and service-oriented demeanor Ability to manage multiple tasks and shifting priorities throughout the day Dependability, discretion, and a strong sense of follow-through Ability to work independently with minimal supervision Compensation The hourly rate for this position is $20 - $26 per hour depending on experience. We offer a comprehensive benefit plan that includes medical, dental, life insurance, long‐term disability insurance, Flexible Spending Account, and both a Traditional and Roth 401(k) account. We also provide a generous vacation plan, sick time, paid holidays, and half-day Fridays. Job Type: Full-time Pay: $20.00 - $26.00 per hour Benefits: 401(k) 401(k) matching Dental insurance Flexible spending account Health insurance Life insurance Paid time off Vision insurance People with a criminal record are encouraged to apply Application Question(s): Will you now, or in the future, require sponsorship for employment visa status (e.g. H-1B visa status)?Will you now, or in the future, require sponsorship for employment visa status (e.g. H-1B visa status)? Experience: Administrative: 2 years (Required) Ability to Commute: San Clemente, CA 92672 (Required) Work Location: In person