Administrative Assistant

Jobs2Web; Santa Clara (CA); On-site; USD 42,000 - 66,000; Full time

Job summary

Irvine Company Office Properties is seeking an Administrative Assistant to be the first point of contact for the NorCal Regional Office. You will support Development, Operations, Leasing and Apartments teams with daily administrative tasks and coordinate meetings, travel and onboarding processes.

The role requires strong communication, organization, and the ability to manage multiple tasks in a fast-paced environment.

Qualifications

• 1 to 3 years of administrative support experience.
• Excellent written and verbal communication.
• Ability to work independently with minimal supervision.
• Strong organization and multitasking skills.
• Professional demeanor and customer service mindset.

Responsibilities

• Answer and route incoming calls and greet visitors.
• Provide administrative support to multiple departments and coordinate projects.
• Handle mail, deliveries, and meeting room logistics.
• Arrange conference calls and meetings, including setup of supplies and catering.
• Assist with onboarding of new employees and travel bookings as needed.

Skills

Communication

Interpersonal skills

Organizational skills

Independent worker

Job description

The Administrative Assistant will be the first point of contact for the NorCal Regional Office and will provide administrative support across the Development and Construction team. This role is responsible for handling the flow of people through the building for the various regional departments, Development, Operations, Leasing and Apartments.

Job Duties:

• Answer and route incoming calls.
• Meet and greet internal and external customers and respond to inquiries.
• Help external customers/tenants with lost and found, fitness forms and conference room bookings.
• Help external vendors with key check out forms for construction works at various properties.
• Sort and distribute incoming mail and deliveries.
• Prepare and send outgoing packages and mail.
• Handle deliveries, including food delivery and meeting room set-up.
• Prepare simple memos, letters, correspondence.
• Provide administrative support to the Sr Administrative Assistant and coordination on projects as assigned.
• Facilitate in setting up conference calls (e.g. video or telephone and/or other electronic variations) and arranging all necessary meeting supplies (i.e. meeting agenda, exhibits, lunch orders and meeting supplies (i.e. flip charts, pens, etc.).
• Maintain all office equipment (printers, plotter, water purifier and coffee machine).
• Maintain office supply room, keeping supplies in stock including placing special orders for employees.
• May book travel as needed.
• Prepare a variety of communications including emails to the entire office for Regional Meetings, office lunches and events.
• Act as a liaison between Development, Operations & Apartment Divisions.
• Set-up onboarding of new employees (i.e. set-up office/desk, order business cards, help with setting up new phone and order any technology that is needed).

Minimum Qualifications / Other Expectations:

• 1 to 3 years of experience in administrative support or relevant work experience.
• Excellent communication and interpersonal skills with a courteous, professional and calm demeanor.
• Must be a self-starter with the ability to work independently with little or no supervision.
• Must be organized and capable of managing tasks on multiple, concurrent projects.
• Must have excellent verbal and written communication skills.
• Must have well-developed interpersonal skills with the ability to establish highly functional relationships with diverse personalities both within and outside the company.
• Project a professional image and demeanor.
• Understand, apply and comply with all company policies and procedures.

About Us: Irvine Company Office Properties (a division of Irvine Company) offers a portfolio that includes more than 550 office buildings in premier locations: Orange County, Los Angeles, San Diego, Silicon Valley, Chicago and New York.

We’ve evolved the traditional office to something much more: a modern working community. Featuring innovative workplace design, quality craftsmanship, dedicated management and a collection of memorable experiences that seamlessly combine to build a vibrant workplace community.

We take as much pride in our employee community as we do the communities we create. It’s an environment populated with talented and experienced people, a collaborative spirit and abundant opportunities.

The Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

Nearest Major Market: San Jose
Nearest Secondary Market: Palo Alto