Vaco | Administrative Assistant
3 weeks ago
Job Description: Administrative Assistant/Office Administrator
Location: Santa Ana, CA
Position Overview:
Vaco is seeking a highly organized and proactive Administrative Assistant/Office Administrator to join our clients team. This individual will play a critical role in ensuring the smooth operation of our clients office by handling a variety of administrative and organizational tasks. The ideal candidate will be resourceful, detail-oriented, and able to multitask effectively in a fast-paced environment.
Key Responsibilities:
General Office Support:- Answer and direct phone calls, take messages, and forward them to the appropriate individuals.
- Manage incoming and outgoing mail, including sorting, scanning, and distributing correspondence.
- Coordinate shipping and receiving needs using FedEx, USPS, and other carriers.
Office Maintenance and Inventory:- Maintain office supply inventory, including food, beverages, and stationery, ensuring replenishment as needed.
- Prepare and set up the office for meetings, ensuring a professional and welcoming environment.
Event Coordination:- Provide administrative support for holiday and non-holiday events, including planning, organizing, and logistics.
Travel Coordination:- Serve as a backup for booking travel arrangements, including flights, hotels, rental cars, and train reservations.
Executive and Departmental Support:- Assist the Executive Office Manager with various tasks and projects.
- Support multiple departments with administrative needs, including document preparation, scheduling, and coordination.
- Proven experience in an administrative or office support role.
- Excellent organizational and time management skills.
- Strong communication skills, both written and verbal.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
- Ability to multitask and prioritize tasks effectively.
- A proactive and flexible approach to work, with a strong problem-solving mindset.
- Experience with event coordination and travel booking.
- Familiarity with office supply management and inventory systems.
- Previous experience supporting executives or multiple departments is a plus.
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