Job Title : Administrative Assistant IV Executive Administrative Assistant
Duration : 6 months
Location : San Mateo, CA 94404
Duties :
- Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office.
- Supports managers and employees through a variety of tasks related to organization and communication.
- Responsible for confidential and time-sensitive material.
- Familiar with a variety of the field's concepts, practices, and procedures.
- Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner.
- Answer and direct phone calls and organize and schedule meetings and appointments.
- Maintain contact lists. Produce and distribute correspondence memos, letters, faxes, and forms.
- Assist in the preparation of regularly scheduled reports. Develop and maintain a filing system. Order office supplies.
- Book travel arrangements. Submit and reconcile expense reports.
- Provide general support to visitors. Provide information by answering questions and requests.
- Take dictation. Research and create important presentations and develop processes.
- Generate reports. Handle multiple projects.
- Prepare and monitor invoices. Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities.
- Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories;
evaluating new equipment and techniques.
Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies;
verifying receipt of supplies.
Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks;
participating in professional societies.
Skills : Technical Skills :
Technical Skills :
- Proficiency in Microsoft Office Suite (Word, Excel, Teams, PowerPoint, Outlook).
- Communication Skills : Excellent verbal and written communication abilities, with a proven ability to interact with technical and non-technical stakeholders.
- Organizational Skills : Strong organizational and multitasking abilities, with a keen eye for detail and accuracy.
- Problem-Solving Skills : Ability to anticipate needs, troubleshoot problems, and offer solutions proactively.
- Confidentiality : Must handle sensitive information with discretion.
Education :
- Bachelor's degree.
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