Office Administrative Assistant

Chestnut Labs; Santa Ana (CA); On-site; USD 44,000 - 48,000; Full time

Job summary

Chestnut Labs in Santa Ana, CA seeks an Administrative Assistant to support multiple business areas. You will handle calls and emails, schedule meetings, prepare documents, and maintain filing systems with accuracy and discretion.

You will also assist with routine reports and coordination of small events. Requirements: high school diploma, 2–5 years’ administrative experience, strong MS Office skills, and excellent written and verbal communication.

Qualifications

• High school diploma or equivalent.
• 2–5 years of administrative or related work experience.
• Proficiency in Microsoft Office and office software.
• Strong written and verbal communication.
• Ability to multitask and maintain confidentiality.

Responsibilities

• Manage inbound and/or outbound telephone calls and emails.
• Schedule and coordinate appointments and meetings.
• Prepare and review documents and reports.
• Maintain filing systems and databases (electronic or paper).
• Assist with budget, reports, and coordination of events as needed.

Skills

MS Office

Communication

Organization

Customer service

Discretion

Time management

Attention to detail

Interpersonal skills

Education

High school diploma or equivalent

Certification/license (may be required)

Tools

Company computer systems

Database management

Job description

Perform varied administrative activities in support of individuals and/or a business area. Demonstrate a strong level of technical ability with a variety of tools, software applications, and/or databases. Create, update, and review documentation. Manage the flow of communication by fielding telephone calls and/or emails. Schedule and orchestrate meetings, prepare meeting requirements, gather provisions, and receive and direct visitors. Scan, fax, file, sort, and distribute mail. Order supplies and maintain inventories. Serve as a knowledgeable resource for questions regarding individuals or areas supported and the company. Work under general guidance, requiring instruction only on new assignments.

Job Duties and Responsibilities

• Manage inbound and/or outbound telephone calls or emails; take messages/transfer calls or forward/respond to emails as appropriate
• Schedule or manage appointments and calendars
• Coordinate in-office and offsite meetings, lunches, and events as needed
• Compose, assemble, review, edit, and maintain documentation such as spreadsheets, presentations, emails, memos, reports, and other materials while ensuring grammar, punctuation, spelling standards, and internal style guidelines are maintained
• Produce and distribute scheduled and ad-hoc reports
• Assist with budget administration
• Handle incoming and outgoing mail and faxes
• Maintain databases and filing systems, whether electronic or paper
• Order and maintain inventory of appropriate office and meeting supplies
• Provide skilled administrative support and assist with tasks when requested by various business units
• The requirements herein are intended to describe the general nature and level of work performed by employee, but is not a complete list of responsibilities, duties, and skills required.Other duties may be assigned as required

Education and Experience

• High school diploma or equivalent
• 2 to 5 years of administrative or related work experience
• Certification and/or License – may be required during course of employment

Knowledge, Skills, and Abilities

• Strong knowledge of and skill with Microsoft Office Suite and company computer systems
• Able to demonstrate customer service skills in a courteous, professional, and helpful manner
• Able to respond courteously and efficiently to inquiries, complaints, and requests
• Able to communicate clearly and effectively, both verbally and in writing
• Able to interact positively and work effectively with others (interpersonal skills)
• Able to maintain confidentiality of information
• Able to problem solve
• Able to work with accuracy and attention to detail
• Able to multi-task
• Able to organize time, energy, and resources effectively to achieve goals (i.e., organizational skills)
• Able to perform tasks and duties without constant supervision
• Must be able to read, write and speak English

Requirements

An Equal Opportunity Employer including Disabled/Veterans

Pay Range

$32.00-$35.00

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