Administrative Assistant

Casa de la Familia; Santa Ana (CA); On-site; USD 38,000 - 48,000; Full time

Job summary

Casa de la Familia in Santa Ana, CA is seeking an in-person Administrative Assistant to join our team. The role involves supporting managers, handling daily office tasks, scheduling, and coordinating travel.

Ideal candidates have proven administrative experience, strong written and verbal communication, and proficiency with MS Office. You will maintain filing systems, organize meetings, and liaise with internal and external clients to ensure smooth operations.

Qualifications

• Experience as an administrative assistant or office admin assistant.
• Knowledge of office management systems and procedures.
• Proficiency in MS Office (Excel and PowerPoint).
• Excellent time management and ability to prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational skills and ability to multi-task.

Responsibilities

• Answer and direct phone calls.
• Organize and schedule appointments.
• Plan meetings and take detailed minutes.
• Write and distribute emails, memos, letters, faxes and forms.
• Prepare regular reports and maintain filing systems.
• Update and maintain office policies and procedures.
• Order office supplies and research new deals and suppliers.
• Maintain contact lists and reconcile expense reports.
• Provide general support to visitors.
• Act as the point of contact for internal and external clients.
• Liaise with senior administrative staff to handle requests from managers.

Skills

MS Excel

MS PowerPoint

Office administration

Time management

Attention to detail

Written and verbal communication

Multi-tasking

Organizational skills

Tools

Printers & Fax machines

MS Office suite

Job description

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Casa de la Familia is looking for an in-person administrative assistant to join our team!

Casa de la Familia specializes in the treatment of post-traumatic, anxiety, and depressive disorders through the provision of crisis intervention and long-term individual and family therapy. We work closely with city, county, and state social service agencies, police departments, victim advocates, family resource centers, nonprofit agencies, and community service programs. The primary focus for the services we provide is the underserved and underrepresented minority populations, taking care to provide culturally appropriate and relevant services.

We are looking for a responsible in person Administrative Assistant for our Santa Ana office, to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs, and managing our company’s general administrative activities. Administrative Assistant responsibilities include making travel and meeting arrangements, preparing reports, and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment. If you have previous experience as a Secretary or Executive administrative assistant and familiarity with our industry, we’d like to meet you. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office.

Responsibilities

• Answer and direct phone calls
• Organize and schedule appointments
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Submit and reconcile expense reports
• Provide general support to visitors
• Act as the point of contact for internal and external clients
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers

Skills

• Proven experience as an administrative assistant or office admin assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task