Job Details

ID #51748353
Estado California
Ciudad Orange county
Full-time
Salario USD TBD TBD
Fuente California
Showed 2024-05-22
Fecha 2024-05-22
Fecha tope 2024-07-21
Categoría Admin/oficina
Crear un currículum vítae
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Administrative Assistant

California, Orange county 00000 Orange county USA
Aplica ya

The company is a leading scientific environmental engineering consulting firm providing a broad range of technical services to both public and private sector clients.

The company has an immediate opening for an Administrative Assistant-Technical in the office. The Administrative Assistant will be responsible for performing diverse administrative tasks.

Duties and Responsibilities:

The primary function of this administrative assistant is to provide support in the development and production of client deliverables and general administrative assistance to Technical & Administrative Staff. Typical responsibilities will include but are not limited to the following:

 Formatting and QCing of client deliverables;

 Production of client deliverables, technical reports;

 Organization and maintenance of project files;

 Create spreadsheets, enter and import data into MS Word documents;

 Compose letters and routine correspondence;

 Litigation support, indexing, converting documents using OCR;

 Preparation of marketing materials;

 Database entry of project files;

 Project file purging before archival;

 Provide Reception support;

 Invoice or statement reconciliaton

 Webcast, meeting, & conference coordination, maintenance and setup;

 Employee and/or client meeting/event planning;

 Catering coordination;

 Office Facilities-Common areas stocking and maintenance

 Security-Building and parking access coordination & maintenance with building Property Manager;

 Availability to commute and provide support to Los Angeles Office on occasion, as needed;

 Recruiting administrative support and candidate interview coordination;

 Coordinate travel arrangements;

 Maintain Principal contacts and calendar.

Qualifications

 Minimum 3 years’ experience entry-level to senior level administrative support.

 BA/BS degree or equivalent preferred, but not required, can be substituted for years of experience

 Self-starter, quickly grasp issues, and attend to details while keeping the big picture in mind.

 Strong ability to Multi-task.

 Extremely organized and detail-oriented, knack for understanding procedures and logistics.

 Strong skills in time management, prioritizing tasks, and meeting critical deadlines.

 Professional, mature, polished.

Technical Skills

 Advanced Microsoft Word skills, including the use of styles.

 Proficient in Microsoft Excel, Outlook, PowerPoint.

 Proficient in Adobe Acrobat Professional.

 Compile data, prepare expense reports, design staff and office forms.

 The ability to work with calendars and resources in Outlook.

 Keen eye for detail and accuracy.

 Experienced in editing and proofreading lengthy documents with focus on format, spelling, accuracy, sentence syntax/structure, and grammar.

 Accustomed to working with technical vocabularies from a variety of fields.

 Experienced in conducting Internet web searches and research projects.

Organization & Time Management Skills

 Produce quality work even when under extreme pressure and time constraints.

 Grasp complex situations and turn them into manageable tasks.

 Accustomed to re-prioritizing, as necessary, to accommodate changing projects and assignments.

 Familiar with handling of large data and document management systems.

 Comfortable working alone or collaborating in large and small teams to produce quality work.

 Coordinate assigned work with designated project guidelines.

 Demonstrate a positive approach to job challenges.

 Excellent problem-solver, quick learner and open attitude to diverse tasks.

 Proactive in thought and action.

Communication & Support Skills

 Accustomed to working with clients, the legal community, regulatory agencies, real estate entities, and others.

 Authored professional correspondence to clients and staff.

 Experienced at managing complex report preparation, multimedia presentations, and video conferencing.

 Preparation and scheduling of office activities, including travel arrangements, internal business meetings, guest and client travel and accommodations, and business appointments.

 The ability to take ownership and work independently with minimal supervision and direction.

 Ability to take instruction from multiple sources and establish priorities.

 Must be self-motivated, multi-tasked, have the ability to meet deadlines, and work with all levels of technical and administrative staff.

 Excellent interpersonal skills required.

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