Administrative Assistant
1 week ago
Administrative IV
6 months contract
Pay Range: $33-38/hr
San Mateo, CA
Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office.
- Supports managers and employees through a variety of tasks related to organization and communication.
- * Responsible for confidential and time-sensitive material.
- Familiar with a variety of the field's concepts, practices, and procedures.
- Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner.
- Answer and direct phone calls
- Organize and schedule meetings and appointments.
- Maintain contact lists.
- Produce and distribute correspondence memos, letters, faxes, and forms.
- Assist in the preparation of regularly scheduled reports.
- Develop and maintain a filing system.
- Order office supplies.
- Book travel arrangements.
- Submit and reconcile expense reports.
- Provide general support to visitors.
- Provide information by answering questions and requests.
- Take dictation.
- Research and create important presentations and develop processes.
- Generate reports.
- Handle multiple projects.
- Prepare and monitor invoices.
- Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities.
- Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
- Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
Requirements:
- Technical Skills:
- Proficiency in Microsoft Office Suite (Word, Excel, Teams, PowerPoint, Outlook).
- Communication Skills: Excellent verbal and written communication abilities, with a proven ability to interact with technical and non-technical stakeholders.
- Organizational Skills: Strong organizational and multitasking abilities, with a keen eye for detail and accuracy.
- Problem-Solving Skills: Ability to anticipate needs, troubleshoot problems, and offer solutions proactively.
- Confidentiality: Must handle sensitive information with discretion.
Required
- ADMINISTRATIVE SUPPORT
- ORGANIZATIONAL SKILLS
- MICROSOFT OFFICE
- CORRESPONDENCE
- TRAVEL ARRANGEMENTS
Additional
- OFFICE SUPPLIES
- EXCEL
- PROBLEM-SOLVING
- MULTITASKING
- INVOICES
- INDUSTRIAL MACHINERY
- INVENTORY
- DICTATION
- FILING
- MICROSOFT POWERPOINT
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