Office Administrative Assistant

Job Title: OFFICE ADMINISTRATIVE ASSISTANT

EXEMPT: NO

LOCATION: SANTA ANA

DIVISION: HOURS: 8:00am – 5:00pm

REPORTS TO: HR Manager

DAYS: Monday - Friday

Summary: This position is responsible for the professional and efficient management of telephone calls and messages, as well as a variety of administrative duties that support HR management and office staff. Provide information regarding the company to clients and public.

Essential duties and responsibilities include the following:

• Provide advanced assistance to departments by performing various administrative support functions, including but not limited to, analytical and specialized administrative duties to ensure efficient office operations.


• Operate telephone switchboard to answer, screen and forward calls, providing information, taking messages and service calls. Keeping voicemail directories updated and properly recorded.


• Greet persons entering the establishment, determine the nature of the purpose of the visit, and direct them to the specific destination.


• Network through industry contacts, community centers, EDD, colleges, trade groups, social media, and employees.


• Review applicants to evaluate if they meet the position requirements and participate in recruiting events.


• Research, compile, summarize, and analyze information to formulate correspondence and respond to various inquiries from internal and external customers. Utilize company personnel at all organizational levels to gather information to prepare reports.


• Screen mail and callers, respond to and route inquiries to appropriate personnel as necessary; determine the importance and priority of various issues and determine what major issues should be brought to the attention of the department head and/or department members.


• Tracks office supply inventory and approves supply orders.


• Serves as the go-to for office inquiries and conflicts.


• Handle confidential, sensitive, and/or critical information, files, records, and reports.


• Actively promote and ensure clear communication within the department and facilitate inter- departmental communication.


• Provide timely and efficient administrative support and special projects to all departments, including the review, research, summarization, or analysis of information.


• May be required to perform other related duties in HR as required and/or assigned.

Minimum Requirements:

• Excellent written and oral communication skills


• Ability to interface effectively within all levels of the organization


• Thorough knowledge of corporate operations and product line


• Demonstrated judgment, tact and diplomacy in dealing with internal and external customers


• Initiative and organization skills


• Self- motivated, enthusiastic, with a positive attitude


• Ability to perform as a team player


• Experience working with senior level management


• Demonstrated exceptional computer skills and software application proficiency


• Demonstrated ability to read difficult instructions and maintain written records.


• Ability to multi-task


• Bilingual (English & Spanish) a plus.

Minimum Education Requirements / Certification

• Minimum of 4 years or related experience in administrative preferred, or a combination of experience and education