Executive Administrative Assistant

3 weeks ago

Tustin, United States Families Together of Orange County Full time
Job DescriptionJob DescriptionSalary: $26-$29 per hour

The Administrative Assistant will play a crucial role in facilitating efficient office operations by managing correspondence, organizing meetings and appointments, and maintaining meticulous files and records. The successful candidate should possess exceptional communication skills, an unwavering attention to detail, and the proficiency to prioritize and multitask with finesse.


Core duties include but are not limited to:

  • Warmly welcome and assist visitors with professionalism and courtesy.
  • Skillfully manage incoming and outgoing phone calls, ensuring accurate message relay.
  • Coordinate and manage schedules, appointments, and meetings for executives and directors.
  • Maintain and update both electronic and paper filing systems with precision.
  • Handle incoming and outgoing mail and packages, including sorting, distribution, and meticulous tracking. (Angela will exclusively sort mail)
  • Maintain a well-organized inventory of office supplies; this includes placing, confirming, and distributing orders under the guidance of the Sr. Executive Assistant.
  • Support in crafting meeting reports, encompassing presentations, agendas, and duplication tasks, among others.
  • Execute research tasks and compile information as required.
  • Facilitate seamless travel arrangements and accommodations for C-Suite personnel when necessary.
  • Collaborate with Executive Assistants to effectively organize and orchestrate company events and meetings.
  • Uphold a tidy and systematically arranged office environment, including organizing the supply closet.
  • Manage and distribute incoming orders efficiently.
  • Maintain detailed supply inventory, providing the required list to Executive Assistants for purchasing purposes.
  • Oversee sound control within the office environment.
  • Regulate AC settings if deemed necessary for optimal comfort.
  • Handle filing, scanning, and electronic filing duties.
  • Create duplicates of certificates and other relevant documents as needed.
  • Manage and reconcile with credit card receipts accurately.
  • Other duties as assigned.


Key Competencies:

  • Uphold the utmost confidentiality standards.
  • Showcase a documented track record in Administrative Assistant roles or equivalent positions.
  • Demonstrate excellent proficiency in both verbal and written communication.
  • Display adept organizational and time management skills, including an aptitude for task prioritization.
  • Exhibit an unwavering commitment to precision and accuracy in all responsibilities.
  • Handle confidential information with the highest levels of discretion.
  • Possess exceptional interpersonal skills and thrive within a collaborative team setting.
  • Self-motivated and adept at operating autonomously while proactively taking initiatives.
  • Exhibit adaptability and flexibility when faced with shifting priorities and deadlines.
  • Excel as a team player.
  • Proactively embrace opportunities to take initiative.
  • Remain flexible in the face of evolving circumstances.


Skills/Qualifications:

  • Proficient command of MS Office applications (Word, Excel, PowerPoint, Outlook) and other pertinent software.
  • Working knowledge of various office equipment, such as printers, fax machines, projectors, and more.
  • Proficiency in advanced typing skills.
  • Healthcare experience is highly preferred
  • Bilingual English/Spanish is a plus


Educational Requirements:

  • High school diploma or equivalent; supplementary education or certifications are advantageous.
  • Some college preferred


Families Together of Orange County (FTOC) is proud to be an equal opportunity employer.  FTOC does not discriminate based on race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state or federal laws.


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