Administrative Assistant

2 weeks ago

Irvine, United States Iris Technology Corp Full time

**About Us**:
Iris Technology Corporation is a dynamic engineering company dedicated to our people first moto. Our team is committed to excellence, innovation, and making a positive impact in Aerospace and DoD industries.

**Position Overview**: We are seeking a proactive and organized Administrative Assistant to provide comprehensive support to the Director of Administration. This role requires a detail-oriented individual who excels in multitasking, communication, and problem-solving. The Administrative Assistant will play a crucial role in ensuring the smooth operation of administrative functions, including but not limited to food orders, phone calls, scheduling, data entry, and filing.

**Responsibilities**:

- Coordinate and manage food orders for meetings, events, and special occasions, ensuring timely delivery and adherence to dietary preferences or restrictions.
- Handle incoming calls professionally, directing inquiries to the appropriate personnel and providing assistance or information as needed.
- Manage the Director's calendar efficiently, scheduling meetings, appointments, and travel arrangements. Anticipate scheduling conflicts and proactively resolve them.
- Accurately input and maintain data in various systems and databases, ensuring data integrity and confidentiality.
- Organize and maintain physical and digital filing systems, including documents, records, and correspondence. Retrieve and distribute files as required.
- Provide administrative support as needed, including drafting correspondence, preparing reports, photocopying, scanning, and other clerical tasks.
- Assist in coordinating meetings, including preparing agendas, distributing materials, and taking minutes as required.
- Monitor and replenish office supplies, ensuring adequate stock levels for smooth operations.
- Undertake ad-hoc tasks and projects as assigned by the Director of Administration, demonstrating flexibility and adaptability in a fast-paced environment.

**Qualifications**:

- Proven experience as an Administrative Assistant or similar role, preferably in a fast-paced environment.
- Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
- Strong attention to detail and accuracy in data entry and documentation.
- Exceptional communication skills, both verbal and written.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Resourcefulness and the ability to solve problems independently.
- Positive attitude, strong work ethic, and willingness to collaborate with team members.

**Qualifications**:

- US Citizen
- Familiar with office communication tools such as teams or zoom.
- Familiarity with scheduling software or calendar management tools.
- Experience with filing systems and document management software.

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