Administrative Assistant

1 month ago

Irvine, United States Zuum Transportation Inc Full time
Job DescriptionJob Description

Administrative Assistant

Zuum is a rapidly growing, tech startup which is transforming the $1.2 trillion logistics industry. Zuum connects enterprise shippers to carriers on an automated platform. To better understand what we are about, please check out our website Zuum Transportation and our Career Page.

The Administrative Assistant manages and handles communication between the business and its clients and customers, including but not limited to email, calendar and database management, documentation, and action items.

This role is in-office.

Salary Range: $22-$24

Responsibilities:

  • Provide administrative support to business owners, including executive management support (CTO & SVP of Risk Management).
  • Manage calendars: keep owners apprised of calendar, action items, messages, and relevant business issues.
  • Make informed decisions regarding owners' available time.
  • Screen and respond to incoming calls and email correspondence, taking appropriate action or routing as needed.
  • Gather and handle voicemail and phone messages.
  • Make travel and lodging arrangements.
  • Create and format documents including letters, emails, marketing materials, status reports, spreadsheets, and other related documents.
  • Electronically file and track business documents.
  • Coordinate meetings including scheduling, agenda creation, and logistics.
  • Ensure smooth operation of systems for lead generation, CRM, and back office support; update systems and processes as needed.
  • Maintain and build operation manuals (SOP) documenting all systems, processes, and standards.
  • Manage equipment, IT supply inventory, and order systems.
  • Manage office supplies and requirements for both in-office and remote employees.
  • Provide desktop and IT operational support, including assisting with office IT environment setup and maintenance.
  • Identify, research, and resolve technical problems for office or company events.
  • Support office special projects, such as office relocation and furniture acquisition.
  • Prepare weekly reports on tasks completed or in progress.

Experience:

  • Excellent communication skills, both spoken and written, to address leads, clients, peers, vendors, and teams.
  • Experience in Customer Service and Operations, with outstanding soft skills.
  • Exceptional organizational and time management skills with excellent attention to detail.
  • Proactive and a self-starter, adaptable and open to improving processes and task flows.
  • Results-oriented and driven, providing unsurpassed client service excellence.
  • Tech-savvy and quick to learn and master software and applications.
  • Strong interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
  • Proficient with phone, video conferencing, or online meeting platforms.
  • Experience or exposure to hardware (ability to build, diagnose, and repair computers/programs; strong troubleshooting or research skills).
  • Excellent presentation skills.
  • Ability to quickly learn proprietary software and other computer applications.

Zuum offers a competitive total compensation package: medical, dental, vision, 401k, paid holidays, and PTO.  Includes 100% employee coverage for medical HMO plans.  Applicants must be a U.S. Citizen or a Permanent Resident.  A hybrid work schedule will be available after 3 months of on-site training.  Those who appear best qualified, based on the written information submitted, will be contacted.  Zuum Transportation, Inc. is an Equal Opportunity Employer.

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