Staff Assistant III

DeSanti; Pasadena (CA); On-site; USD 45,000 - 60,000; Full time

Job summary

A professional services company is seeking a detail-oriented Staff Assistant to support daily office operations and provide administrative assistance. Responsibilities include managing calendars, organizing meetings, and handling correspondence. Ideal candidates have strong organizational skills, the ability to multitask in a fast-paced environment, and proficiency in Microsoft Office. This role is perfect for someone who thrives on professionalism and teamwork.

Qualifications

• Strong experience in administrative or office support roles.
• Excellent organizational, planning, and time-management skills.
• Ability to manage multiple priorities under tight deadlines.

Responsibilities

• Provide comprehensive administrative support including calendar management.
• Manage office logistics such as supply tracking and document organization.
• Serve as a point of contact for visitors and handle correspondence.

Skills

Administrative support

Organizational skills

Time management

Problem-solving

Communication skills

Discretion

Proficiency in Microsoft Office

Job description

We’re looking for a detail-oriented and proactive Staff Assistant to support daily office operations and provide administrative assistance to one or more team members in a fast-paced, professional environment. This role is ideal for someone who thrives on organization, multitasking, and supporting teams with high standards of quality and professionalism.

What You’ll Do:

• Provide comprehensive administrative support, including calendar management, scheduling, and coordination of meetings, events, and travel
• Manage office logistics such as supply tracking, purchasing requests, and document organization
• Serve as a first point of contact for visitors, incoming calls, and general inquiries
• Handle incoming and outgoing correspondence and ensure timely information distribution
• Prepare, format, and maintain professional documents including reports, presentations, spreadsheets, and memos
• Maintain organized filing systems, directories, and office records
• Support special projects and perform additional administrative duties as assigned

What We’re Looking For:

• Strong experience in administrative or office support roles
• Excellent organizational, planning, and time-management skills
• Ability to manage multiple priorities under tight deadlines with minimal supervision
• Self-motivated and proactive, with a mindset for improving processes and workflows
• Strong judgment and problem-solving skills when handling day-to-day office matters
• Clear, professional written and verbal communication skills
• Ability to work effectively with individuals at all levels while delivering excellent customer service
• High level of discretion when handling confidential or sensitive information
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook

Nice to Have:

• Familiarity with internal policies, procedures, and office best practices
• Experience supporting technical, engineering, or professional teams
• Exposure to internal systems related to travel, timekeeping, or access management
• Willingness to learn and adapt to new tools and technologies to enhance office efficiency
• Strong collaboration skills and a professional, team-focused approach