Administrative Assistant IV

Job Title: Administrative Assistant IV
Location: 5016/4940 Carlsbad Blvd, Carlsbad, CA 92008
Work Schedule: Onsite (5 days/week initially; transitions to 4 days onsite (Monday–Thursday) with Fridays remote after successful training)
Core Hours: 7:00 AM – 3:00 PM

Employment Type: Contract (Potential for Full-Time Conversion)

Position Overview

We are seeking an experienced Administrative Assistant IV to provide high-level administrative support to the Operations & Engineering (O&E) team within Electric Regional Operations. This role will directly support the O&E Supervisor by coordinating critical administrative functions, managing schedules, maintaining operational documentation, and ensuring efficient day-to-day support for field operations.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced operational environment while collaborating with supervisors, engineers, field personnel, and cross-functional teams.

Key Responsibilities

• Manage and coordinate Electric Troubleshooter schedules (approximately 40% of workload).
• Track, process, and maintain damage reports, ensuring timely follow-up and accurate documentation.
• Assist with ETS Pre-Arranged Job assignments and scheduling.
• Monitor and track ETS AED inspection requirements and records.
• Take meeting notes during ETS Safety Meetings and distribute action items.
• Support administrative follow-up requests from supervisors and the Operations & Engineering team.
• Maintain organized records, reports, and operational documentation.
• Perform additional administrative duties as assigned.

Required Qualifications

• High School Diploma required.
• Bachelor''s degree preferred; candidates actively pursuing a Bachelor''s degree will also be considered.
• Minimum of 8 years of administrative experience, preferably supporting operations, engineering, utilities, or similar technical environments.
• Strong proficiency in Microsoft Office Suite, particularly Outlook, Excel, Word, and Teams.
• Excellent organizational, multitasking, and time management skills.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information with professionalism.
• Proven ability to work independently while collaborating effectively with cross-functional teams.

Top Required Skills

Organization & Scheduling Management

• Demonstrated ability to coordinate complex schedules, prioritize multiple assignments, and maintain accurate operational records.

Attention to Detail & Administrative Accuracy

• Strong focus on accuracy when processing reports, tracking inspections, assigning work requests, and maintaining compliance documentation.

Communication & Collaboration

• Excellent interpersonal and communication skills with the ability to interact effectively with supervisors, engineers, field personnel, customers, and other stakeholders.
• Experience documenting meeting notes, tracking action items, and ensuring timely follow-up.

Interview Process

• One round of interviews.
• A second interview may be scheduled depending on supervisor availability.

Additional Information

• This is a pilot role with the potential to convert to a full-time position based on business needs and performance.
• Training will be conducted onsite.
• Once fully trained and comfortable with job responsibilities, the schedule will transition to four onsite days per week (Monday–Thursday) with Fridays remote.
• All required equipment will be provided by the client.