Temporary Administrative Assistant, Costa Mesa — Detail‑Oriented

Haley & Aldrich Inc.; Costa Mesa (CA); On-site; USD 40,000 - 50,000; Full time

Job summary

Haley & Aldrich is seeking a Staff Administrative Assistant 2 in Costa Mesa, CA. This temporary, full-time role focuses on high-quality proofreading/copy editing, document assembly, and comprehensive office support across projects and offices.

You will be the face of the company, handling front desk duties, mail, and coordination of meetings, travel, and onboarding. Strong MS Office, Teams, and Acrobat skills are required, with notary eligibility preferred.

Qualifications

• Bachelor’s degree preferred or combined education and experience.
• Proficient with Microsoft Office 365 apps (Word, Excel, PowerPoint, Outlook) and MS Teams/Adobe Acrobat DC Pro.
• Experience with large Word documents from templates, applying styles, and TOC.
• Strong proofreading/technical editing skills and attention to detail.
• Notary Public or willingness to become one.

Responsibilities

• Proofread and copy edit technical documents to style guidelines with high accuracy.
• Produce/assemble large PDF documents using Adobe Acrobat DC Pro, including forms and securing documents.
• Create/edit spreadsheets, charts, graphs, and pivot tables.
• Provide front desk and general office management duties; manage reception, mail, and supplies.
• Greet visitors, route calls, and manage travel arrangements and scheduling via Teams.
• Support new hire orientations and local office training.
• Assist with office relocation planning and vendor coordination for a smooth transition.
• Participate in monthly national Administrative meetings and knowledge sharing.

Skills

Time management

Multitasking

Excellent verbal, written, and Interp.

Education

Bachelor’s degree preferred

Tools

Microsoft Office 365

MS Teams

Adobe Acrobat DC Pro

MS Visio

MS Project

SharePoint

Job description

Haley & Aldrich is seeking a Staff Administrative Assistant 2 in Costa Mesa, CA. This temporary, full-time role focuses on high-quality proofreading/copy editing, document assembly, and comprehensive office support across projects and offices.

You will be the face of the company, handling front desk duties, mail, and coordination of meetings, travel, and onboarding. Strong MS Office, Teams, and Acrobat skills are required, with notary eligibility preferred.