Administrative Assistant

1 month ago

Irvine, United States Ultimate Staffing Full time

Leading scientific environmental consulting firm providing a broad range of technical services to both public and private sector clients is adding an Administrative Assistant to the team. This role is an IN OFFICE opportunity. This role is direct hire. This position pays $65K-$70K DOE.

This role requires the Administrative Assistant to produce documents, reports and other deliverables. Previous experience working for a Consulting, or Engineering firm is preferred.


The primary function of this administrative/office 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 reconciliation
* 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

Requirements:
* Minimum 5 years' experience mid-level to senior level administrative support.
* BA/BS degree or equivalent preferred, but not required, can may be substituted/considered in lieu of years of experience
* Self-starter, quickly grasp issues, and attend to details while keeping the big picture in mind.
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.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

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