Administrative Assistant

2 days ago

Lake Forest, United States JobRialto Full time
Position Overview

We are seeking a detail-oriented and proactive Administrative Assistant/Executive Assistant to provide high-level administrative support for office operations and leadership. The ideal candidate will serve as an information and communication manager, performing clerical duties, managing correspondence, and supporting organizational goals. This role requires agility, leadership, and the ability to optimize office processes while fostering a culture of continuous improvement.
Key Responsibilities
Administrative Support
  • Perform general office duties, including ordering supplies, maintaining records systems, and basic bookkeeping.
  • Prepare and manage invoices, reports, memos, letters, financial statements, and other documentation.
  • File and retrieve corporate records, documents, and reports.
  • Sort, distribute, and respond to incoming correspondence, including emails and faxes.
  • Draft responses to routine inquiries and correspondence.
Leadership and Team Collaboration
  • Delegate responsibilities effectively and ensure task follow-up.
  • Provide constructive feedback to peers and support the formulation of ideas.
  • Identify and bridge knowledge gaps within the team, sharing relevant knowledge and strategies.
Agile and Lean Practices
  • Advocate for and implement Agile and Scrum values within the team.
  • Identify inefficiencies and obstacles, contributing to solutions.
  • Apply Lean principles to daily activities to streamline operations.
Design and Optimization
  • Utilize industry-recognized models to design maintainable, scalable, and efficient solutions.
  • Anticipate the impact of designs on related solutions and communicate dependencies effectively.
  • Optimize office processes, positively impacting efficiency and resource utilization.
Knowledge Sharing and Development
  • Conduct training sessions and provide technical tutoring tailored to team needs.
  • Promote a culture of continuous learning by identifying skill gaps and recommending learning content.
  • Foster mentoring relationships with active listening and empathy.
Required Skills and Qualifications
Experience
  • 3-5 years of proven success in administrative or executive assistant roles.
Technical Proficiency
  • Familiarity with records management, basic bookkeeping, and correspondence tools.
  • Ability to create professional documentation, including financial reports and memos.
  • Knowledge of Agile frameworks, Lean principles, and industry trends.
Soft Skills
  • Strong organizational and time-management skills.
  • Effective communication and interpersonal abilities.
  • Proactive problem-solving mindset with attention to detail.
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