TEMP - Administrative Assistant

Position Title:            Administrative Assistant to Executives

Department:              Administration

Position Reports to:  COO/COS

Position Summary:

The Administrative Assistant will provide administrative support to Senior Management (C-Suite)by completing tasks in a timely and accurate manner. This role will include a wide variety of administrative functions including but not limited to, assisting in event planning and preparation, maintain all internal documents with confidentiality and act as back up to the Executive Assistant in their absence.

Responsibilities:

• Answer telephones in a courteous and timely manner for proper transfer re-routes telephone call


• Provide administrative support to senior leaders, including email correspondence and distribution of memos, letters, spreadsheets, forms, and faxes


• Create accurate written versions of audio recordings, reviewing and editing transcriptions done by speech recognition software, and identifying any inconsistencies.


• Sort mail and distribute to the appropriate departmental personnel.


• Serves as a source of information and referral on a variety of topics


• Establishes and maintains accurate, up-to-date files, including confidential files


• Coordinate and arrange meetings (internal as well as external), prepare agendas, travel and lodging reservation arrangements.


• Prepare, record, and maintain accurate minutes for meetings and distribute to all participants.


• Maintains electronic and paper files of all grants and grant applications, programmatic contracts, etc.


• Order and oversee office supplies and food deliveries for group and staff meetings


• Assists various departments with data entry as needed


• Prepares memos, letters, forms, reports and other documents form drafts, marginal notes, or verbal instructions


• Maintains privacy and confidentiality of data information.


• Demonstrate a positive, proactive, can do attitude in responding to customer needs.


• Works cooperatively and effectively with others.


• Seeks out additional duties to promote continuity of operations.


• Completes assignments by the end of the scheduled shift.


• Other duties as assigned.

Qualifications:

• College degree; relevant, verifiable work experience may be substituted for college level education


• Proficiency in Microsoft Office, Word & Excel a must


• Bilingual (English/Spanish) required


• Excellent organization skills for self and others


• Great interpersonal skills; pleasant and professional telephone etiquette


• Ability to work under pressure and to work flexible hours


• Ability to handle and maintain confidential issues


• If travel required, must present valid California drivers license and current automobile insurance.


• Able to work and communicate effectively with people of diverse culture, education and economic backgrounds.


• Ability to move/lift up to 15 pounds