Senior Administrative Specialist: Calendar & Office Operations

Key Staffing, Inc; California; On-site; USD 45,000 - 65,000; Full time

Job summary

Key Staffing, Inc. in California is seeking an experienced administrative professional to support multiple teams. The role involves answering calls, greeting visitors, coordinating calendars, managing mail and packages, and supporting asset management and other departments.

You will handle vendor records, prepare correspondence, assist with projects, and maintain confidentiality with sensitive information while contributing to a professional office environment.

Qualifications

• Minimum 5 years of administrative experience.
• High school diploma or equivalent required; additional education or certifications preferred.
• Valid California driver's license.
• Proficiency with Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and proofreading abilities.
• Professional demeanor with excellent interpersonal and customer service skills.
• Ability to work independently while also collaborating effectively with a team.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Responsibilities

• Answer incoming calls, provide information, take messages, and route calls appropriately.
• Greet and assist visitors while maintaining a professional and welcoming office environment.
• Operate and maintain office equipment, including computers, copiers, and video conferencing equipment.
• Coordinate equipment repairs and service as needed.
• Manage and maintain executive calendars, including scheduling meetings and appointments.
• Maintain and update the company master calendar.
• Sort, scan, distribute, and prepare incoming and outgoing mail and packages.
• Run company errands as needed.
• Monitor and replenish office, kitchen, restroom, and cleaning supplies.
• Organize and maintain a small inventory of company products/materials.
• Provide administrative support to the Asset Management team and other departments as needed.
• Assist with special projects, research, meetings, and event coordination.
• Draft and distribute professional correspondence, including emails, memos, and letters.
• Assist with record retention and document management.
• Verify and maintain vendor records, including insurance certificates.
• Handle bank deposits and other administrative errands as needed.
• Maintain confidentiality when handling sensitive company and executive information.
• Perform other administrative duties as assigned.

Skills

Organizational skills

Time-management

Written communication

Verbal communication

Interpersonal skills

Customer service

Independent work

Multitasking

Attention to detail

Proofreading

Education

High school diploma

Tools

Microsoft Office Suite

Job description

Key Staffing, Inc. in California is seeking an experienced administrative professional to support multiple teams. The role involves answering calls, greeting visitors, coordinating calendars, managing mail and packages, and supporting asset management and other departments.

You will handle vendor records, prepare correspondence, assist with projects, and maintain confidentiality with sensitive information while contributing to a professional office environment.