Administrative Assistant Specialist

Job Title: Administrative Assistant

Location: Irvine, CA

Area Code: 949, 714

ZIP Code: 92618

Start Date: Right Away

Benefits:

* Medical / Health Benefits with multiple plan options, Flexible Spending Accounts, Dental and Vision / glasses / prescription contact lens and eye test options available.

* On the job training / cross-training to develop and expand skills, creating opportunity for advancement and personal development. Tuition reimbursement available for relevant development opportunities.

* Life Insurance, disability insurance, and voluntary life insurance for family members available. Accident and critical illness insurance optional.

* Scheduled performance reviews create opportunities for advancement and pay increases.

* We have many success stories from individuals who took advantage of the training, cross-training, and personal development opportunities for advancement. We also have success stories of individuals who desired a reliable, scheduled and consistent career with appropriate work-life balance, health benefits and good job security. Whichever way you define success, this work culture cares about team members and treats each individual with dignity, inclusion, respect and recognition.

* A Referral Program compensates active employees for referring friends and former colleagues when the referral results in hiring the person. Our team has grown with referrals and internal promotions.

Job Description:

Administrative assistant reporting to Director, responsible for administrative duties of broad scope and complexity requiring independent judgement and familiarity with applicable procedures.

Responsibilities:

* Following established procedures, perform a variety of administrative responsibilities.

* Enter and manipulate data on spreadsheet, data base or file management programs and perform a broad range of data retrieval and input projects.

* Provide timely Sales Order input into mainframe system for multiple customer accounts following established procedures.

* Maintain shipment log to monitor the value of the shipments on a given program against the limit allowed by the program export license.

* Set priorities and procedures for accomplishing work.

* May be required to delegate portions to others or offer assistance and support to others.

* Collect data, conduct research and compile information using a variety of mathematical calculations for a broad range of reports and projects.

* Compose, analyze and distribute documents.

* Proofread and correct grammatical, typographical, compositional, or data errors.

* Conduct meetings or presentations from small to large scale (domestic and international; dealing with hotels and vendors).

* Coordinate with internal and external executive-level staff to schedule in-house and off-site meetings.

* Coordination may include arrangements for travel and hotel accommodations, meal menus, recreational programs, guest speakers and developing agendas.

* Conduct inquiries into specific problems, such as delays, to ensure objectives are being met.

* Communicate potentially negative situations to management in a constructive manner.

* Read mail, highlight action or important items, attach relevant files or information before distributing. Respond to routine correspondence or draft routine responses for review and signature.

* Interface effectively with team members, functional departments and customers. Screen calls, respond to routine questions and receive and/or escort visitors.

* Schedule appointments and make domestic and international travel arrangements.

* Maintain accurate and up‐to‐date files and record systems.

* Maintain confidential records and reports.

* Perform other related responsibilities.

Education and Experience:

* Minimum of three years of increasing in complexity of administrative duties related office experience or demonstrated ability to perform described responsibilities

* High School diploma or education certificate in applicable functional area preferred.

Skills and Knowledge:

* Thorough knowledge of office equipment, administrative procedures and/or terminology in functional area.

* Thorough knowledge of office equipment, administrative procedures and/or terminology in functional area.

* Ability to accurately record meeting proceedings, where applicable.

* Proficient with Microsoft Suite software.

* Must demonstrate effective verbal, written and interpersonal communication skills.

* Ability to work effectively with others and be a participative team player.

Job Type: Contract

Pay: $20.00 - $29.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Irvine, CA 92618: Reliably commute or planning to relocate before starting work (Required)

Experience:

• SharePoint: 2 years (Required)
• Salesforce: 2 years (Required)
• Microsoft Powerpoint: 2 years (Required)

Work Location: In person