Administrative Assistant Specialist_ Irvine, Ca 92618

Job Title - Administrative Assistant Specialist

Job Location - Irvine, CA 92618

Shift - 1st

Duration - 6 Months

Positions - 1

With minimum supervision, responsible for administrative duties of broad scope and complexity requiring independent judgement and familiarity with applicable procedures. Effective interpersonal, verbal and written skills; versatile to interface at all levels of the organization.

Responsibilities

• Following established procedures, perform a variety of administrative responsibilities.
• May be required to perform some or all of the following:
• Interface effectively with team members, functional departments and customers. Screen calls, respond to routine questions and receive and/or escort visitors.
• Perform other related responsibilities.
• Schedule appointments and make domestic and international travel arrangements.
• Compose, analyze and distribute documents. Proofread and correct grammatical, typographical, compositional, or data errors.
• Coordination may include arrangements for travel and hotel accommodations, meal menus, recreational programs, guest speakers and developing agendas.
• Enter and manipulate data on spreadsheet, data base or file management programs and perform a broad range of typing projects with high degree of accuracy and speed.
• Strong working knowledge and proficient with MS Office suite, publishing applications, as well as creating documents containing financial or statistical data or scientific, technical or legal terminology.
• Conduct meetings or presentations from small to large scale (domestic and international; dealing with hotels and vendors).
• Communicate potentially negative situations to management in a constructive manner.
• Conduct inquiries into specific problems, such as delays, to ensure objectives are being met.
• Maintain accurate and up-to-date files and record systems.
• Maintain confidential records and reports.
• Collect data, conduct research and compile information using a variety of mathematical calculations for a broad range of reports and projects.
• Set priorities and procedures for accomplishing work. May be required to delegate portions to others or offer assistance and support to others.
• 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.
• Coordinate with internal and external executive-level staff to schedule in-house and off-site meetings.

Job Requirements

• High School diploma or education certificate in applicable functional area preferred.
• Thorough knowledge of office equipment, administrative procedures and/or terminology in functional area.
• Must demonstrate effective verbal, written and interpersonal communication skills.
• Ability to accurately record meeting proceedings, where applicable.
• Proficient with Microsoft Suite software.
• Ability to work effectively with others and be a participative team player.
• Minimum of three years of increasing in complexity of administrative duties related office experience or demonstrated ability to perform described responsibilities