Administrative Assistant

3 days ago

Irvine, United States Virtual Full time

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.

Qualifications:

  • 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.

Preferred Skills:

  • 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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