Administrative Operations Coordinator

6 days ago

San Diego, California, United States Eminence Talent Group Full time
About Eminence Talent Group

Eminence Talent Group is a premier IT services provider dedicated to delivering cutting-edge managed IT solutions, network security, and cloud services to enterprises across various industries.

Job Summary

The Executive Assistant will play a vital role in supporting the company's founder and executive team in managing all aspects of the organization. This position requires a highly organized and detail-oriented individual who can provide exceptional administrative support, maintain a prompt schedule, and provide excellent client service.

Key Responsibilities
  • Administrative Support
    • Maintain compliance with all company policies and procedures.
    • Create and update Standard Operating Procedures (SOPs) as needed.
    • Prepare quotes and purchase orders when required.
    • Perform routine tasks, including scanning, duplicating, photocopying, and assembling reports, sales packages, and marketing materials.
    • Collaborate with the marketing team on projects, including coordinating scheduled social media flyers, blogs, newsletters, and other content.
    • Develop graphic design skills and assist with social media management.
    • Provide backup support as an administrative assistant to the Office Administrator for various departments within the company.
    • Perform clerical duties, maintaining files and confidential information, organizing documents as needed.
    • Ensure the general working area is clean, organized, and safe.
    • Perform other work-related duties assigned by the CEO/CTO.
  • Assistant Responsibilities
    • Coordinate travel and manage related expenses.
    • Meet with the CEO at least once a week to review assignments and discuss new topics and assignments.
    • Handle ad hoc requests from the CEO.
  • Competencies
    • Problem Solving
      • Ability to identify and resolve administrative issues.
      • Ability to identify and discuss serious administrative issues with the CEO for resolution.
      • Ability to focus on solving the conflict, not placing blame.
    • Verbal Communication
      • Use a welcoming voice when answering the phone and greeting visitors.
      • Listen and ask for clarification.
      • Participate in meetings as required.
    • Team Work
      • Cultivate and maintain positive and professional relationships with clients, vendors, and staff.
      • Balance team and individual responsibilities.
      • Maintain a clean and safe work area.
      • Exhibit objectivity and openness to others' views.
      • Give and welcome feedback.
    • Written Communication
      • Write clearly and informatively.
      • Check spelling for accuracy.
      • Excellent attention to detail and high-level accuracy with documents.
    • Cost Consciousness
      • Make cost-saving suggestions if waste is observed.
      • Conserve resources.
    • Ethics
      • Treat everyone with respect. Keep commitments.
      • Maintain a strong work ethic and integrity.
    • Adaptability
      • Adjust to changes within the workplace (i.e., policy/procedure, staffing, safety requirements, etc.).
      • Remain flexible if unexpected work events or delays occur.
      • Ability to assess, prioritize, and act quickly.
    Requirements
    • Education/Experience
      • High School Diploma or equivalent; associate's degree or bachelor's degree in business, administration, or a related field preferred.
      • Minimum of three or more years of related experience as an office assistant, office administrator, or handling administrative responsibilities in a related position and/or training.
      • One or more years of driving experience with an acceptable DMV driving record.
    • Other Requirements
      • Excellent ability to read, write, and understand English.
      • Ability to read and understand the company's documents.
      • Proficient computer skills, including Internet, email, Microsoft Office Suite, and typing skills.
      • Able to learn new programs quickly and able to troubleshoot common issues.
      • Ability to learn and effectively use the company's operating system.
      • Deadline-driven and extremely organized.
      • Must maintain an acceptable DMV driving record.
      • Must be able to regularly lift and/or move up to 25lbs.
      • Tolerate a customarily moderate noise level in the work environment.

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