Administrative Assistant

Tasks

• Fulfill duties of front desk admin assistant when necessary and daily coverage for breaks/lunch including answering and directing telephone calls, delivering messages, greeting employees and visitors, and distributing incoming faxes and mail.
• Stock supplies (kitchens, production rooms, mail room, etc.). Verify the order with the delivery person once it arrives.
• Maintain conference room scheduling for meetings/luncheons through Outlook calendar. Rearrange meetings, when necessary, with permission. Order food requested for meetings the day before after verifying with organizer the food is still needed. Set up food, coffee, water, and soda for all meetings. Make sure all conference rooms are cleaned after each meeting and ready for the next meeting. Assist in arranging conference room furniture and returning it to the original layout.
• Audit first aid and PPE supplies biweekly. Update office roll sheet and materials for office safety sweepers.
• Backup for all outgoing UPS, Golden State Overnight (GSO), and regular mail. For same day pick-ups and deliveries use a local courier service (Executive Express). Maintain records to track overnight packages and charge numbers for two years.
• Review the administrative calendar daily and complete the tasks assigned.
• Provide other miscellaneous tasks/projects as needed.

Facilities

• Clean and restock coffee machines daily. Deep clean machines monthly.
• Load/unload dishwasher daily for both floors.
• Run dishwasher cleaner last week of every month on both floors.
• Final cleanup of all kitchens and common areas prior to leaving daily.
• Make sure an office or workstation is ready for new hires.

Safety

• Assist Office Safety Coordinator with admin duties.

As Needed

• Assist with research for supplies, food, venues, reference material, etc.
• Immediately notify staff when packages are delivered.
• Pickup of food, office supplies, sodas and misc. for meetings.
• Perform photocopying, scanning, and printing assignments, including copying, assembling proposals, specifications, reports and qualification packages.
• Run errands using personal vehicle.
• Create and maintain vendor list and other miscellaneous spreadsheets to track supplies.
• Assist with announcement board updates (Safety, Employee of the Month, etc.).
• Perform other administrative tasks/projects as assigned by supervisor and/or multiple levels of professional staff.

• Previous office environment experience

• High School diploma or equivalent
• Excellent verbal and written communication including grammar, punctuation, proofreading, spelling and telephone skills
• Flexibility and ability to prioritize and handle multiple tasks and various managers in a fast-paced environment
• Self-motivated, well-organized and detail-oriented
• Ability to handle confidential information
• Proficiency with MS Office including Word and Outlook
• An attitude and commitment to being an active participant of our employee-owned culture is a must