Senior Administrative Coordinator

2 weeks ago

Tustin, California, United States Families Together of Orange County Full time
Position Overview

Salary: $26-$29 per hour

The Executive Office Support Specialist is integral to ensuring smooth office operations by overseeing communications, organizing schedules, and maintaining comprehensive records. The ideal candidate will demonstrate outstanding communication abilities, meticulous attention to detail, and the capacity to manage multiple tasks effectively.

Primary Responsibilities:

  • Greet and assist visitors with professionalism and respect.
  • Efficiently handle incoming and outgoing phone communications, ensuring accurate message delivery.
  • Coordinate and oversee schedules, appointments, and meetings for senior management.
  • Maintain and organize both digital and physical filing systems with accuracy.
  • Manage mail and package flow, including sorting and distribution, with careful tracking.
  • Keep an organized inventory of office supplies, placing and confirming orders under the direction of the Senior Executive Assistant.
  • Assist in preparing meeting documentation, including reports, agendas, and presentations.
  • Conduct research and compile necessary information as required.
  • Facilitate travel arrangements and accommodations for executive personnel as needed.
  • Collaborate with other Executive Assistants to effectively plan and execute company events and meetings.
  • Maintain a clean and orderly office environment, including the organization of supply areas.
  • Efficiently manage incoming orders.
  • Keep a detailed inventory of supplies, providing lists for purchasing as needed.
  • Ensure a conducive office atmosphere by managing sound levels.
  • Adjust climate control settings as necessary for comfort.
  • Perform filing, scanning, and electronic documentation tasks.
  • Create duplicates of important documents as required.
  • Accurately manage and reconcile credit card receipts.
  • Perform additional duties as assigned.

Essential Competencies:

  • Maintain the highest standards of confidentiality.
  • Exhibit a proven track record in administrative roles or similar positions.
  • Demonstrate exceptional verbal and written communication skills.
  • Show strong organizational and time management abilities, with a focus on prioritization.
  • Exhibit a commitment to accuracy and precision in all tasks.
  • Handle sensitive information with discretion.
  • Possess excellent interpersonal skills and thrive in a collaborative environment.
  • Be self-motivated and capable of working independently while taking initiative.
  • Adapt to changing priorities and deadlines with flexibility.
  • Work effectively as part of a team.
  • Proactively seek opportunities to take initiative.
  • Remain adaptable in the face of evolving situations.

Required Skills and Qualifications:

  • Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Familiarity with various office equipment, including printers and projectors.
  • Strong typing skills.
  • Experience in the healthcare sector is highly desirable.
  • Bilingual in English and Spanish is a plus.

Educational Background:

  • High school diploma or equivalent; additional education or certifications are a plus.
  • Some college education preferred.

Families Together of Orange County (FTOC) is committed to being 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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