Administrative Assistant

Allana Buick & Bers; Palo Alto (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

Allana Buick & Bers seeks an Administrative Assistant to provide administrative support for management staff and support the Forensic team in Palo Alto, CA. The role coordinates information flow, maintains filing, and helps with meetings, travel, and communications while adhering to company policies.

The ideal candidate has experience supporting upper management, strong MS Office skills, and excellent organization and time-management abilities.

Qualifications

• 2 years of applicable work experience in a similar role.
• Experience supporting upper management staff is highly encouraged.
• Proficient with timesheets and scheduling for office and travel.
• Self-motivated and organized with good prioritization.
• Strong organizational and time-management skills.
• Proficient in Microsoft Word, Excel, and PowerPoint.

Responsibilities

• Assist with presentations and edit/format technical reports.
• Organize files and track tasks on spreadsheets.
• Read and flag emails; manage the overall inbox.
• Coordinate internal/external communications and memos.
• Arrange daily schedules, meetings, travel bookings, and events.
• Assist with timesheet submissions and phone log reviews.
• Complete expense reports and assist budgets/proposals.
• Run miscellaneous errands for staff.

Skills

Upper management support

Time management

Organization

Multitasking

Self-motivated

Tools

MS Office

Job description

Allana Buick & Bers is looking for an Administrative Assistant who will provide administrative support for our management staff and support our Forensic team in Palo Alto, CA to coordinate information and document flow and filing. A successful candidate should be able to act proactively and while have some guidance while understanding the company's needs and adhering to its policies.

Requirements

• 2-years applicable work experience in similar role.
• Experience supporting upper management staff is highly encouraged
• Microsoft office proficiency is required, including but not limited to Word, Excel, and PowerPoint.
• Proficient in managing comprehensive timesheets and scheduling for office and travel.
• Self-motivated and organized.
• Solid organizational skills, including multitasking and time-management.

Responsibilities

• This person will be asked to assist with presentations, edit and format technical reports, organize files, track tasks on spreadsheets, etc.
• Read and flag emails and manage overall inbox.
• Manage information for internal and external communication including memos, reading and flagging emails, managing inboxes, and presentations.
• Help staff to arrange their daily schedule, setting up meetings, travel booking and airline accounts, speaking engagements, seminars, conference attendance, and certification maintenance.
• Work with management on timesheet submissions and reviewing phone logs.
• Complete expense reports.
• Assist with budgets and proposals.
• Run miscellaneous errands.

Allana Buick & Bers, Inc. (ABB) is a leading Architectural Engineering firm with over 39 years of experience specializing in making buildings perform better. Our core "trade level" expertise and strengths are in all exterior facade trades, curtain wall and glazing, roofing and waterproofing, HVAC and plumbing, energy efficiency, structural engineering, and construction management. We perform investigation, testing, engineering design, and prepare construction documents for both remedial and new construction projects, for both new construction and existing buildings, our services result in making buildings perform better by making them longer lasting with lower operating costs, and by reducing risk during construction.

Tremendous opportunities for growth, learning, and advancement exist for the right candidate. Allana Buick & Bers is committed to providing our employees with a benefit program that is both very comprehensive and competitive. We are an equal opportunity employer and encourage diversity.