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Administrative Assistant

Office Services/Los Angeles

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The Office Administrative Assistant position combines various aspects of support. The position entails greeting guests, assistance with coordinating meetings, arranging travel and overseeing the daily operations of the office. Successful candidates will possess solid knowledge of MS Office, excellent communication skills, and be able to work independently. Accuracy and discretion are key elements to this position.

Skills, Requirements & Responsibilities

  • Maintain detailed calendar for Executives using Outlook
  • Coordinate complex travel plans and itineraries
  • Interact with Management Team and other colleagues within the office to coordinate meetings and schedules
  • Communicate with local team and cross-office Admins to coordinate meetings
  • Planning of special events and meetings both onsite and offsite
  • Arranges meeting and greeting of visitors
  • Daily administrative duties entail: maintaining files, time entry, expense reports, travel plans and itineraries, incoming/outgoing mail & shipping, filing and organizing information for quick and reliable retrieval, composing emails, answering and returning calls and  forwarding messages as required, getting lunch as requested, etc.
  • Manage relationships, orders, services and payments of vendors such as: office supplies, kitchen supplies, travel agents, catering, courier, copy/fax office automation, movers, stationery, and mail operations
  • Work with building services to help manage building and parking access including: distributing access keys, maintaining a log of keys, and coordinating security code changes to facilities
  • Plan and execute regularly scheduled office events and activities, (Beer Bash, Bagel Day, Holiday Parties, etc.)
  • May be responsible for processing or coordinating HR documents, as required, including new hire forms, contractor paperwork and employee change forms
  • Work with IT to provide information system support and training to office staff, when needed
  • Strong “hands on” project management skills, including understanding of project budgets and documentation
  • Strong interpersonal & conflict/resolution skills and a strong attention to detail
  • Ability to thrive and perform in an ever-changing, fast-paced, and growing organization
  • Ability to simultaneously handle a multitude of tasks/projects
  • Demonstrated initiative and problem-solving skills
  • Discretion with private and confidential matters
  • Professionalism, poise, diplomacy, and self-confidence to take on difficult issues
  • Other duties as assigned

Education/Work Experience

  • 3+ yrs. overall experience preferred including:
  • 3+ yrs. of experience in administrative support and at least some exposure to resource management in a professional services firm.
  • Experience with management information systems that includes time and expense reporting
  • Expert knowledge using Microsoft Office products to include Word, Excel, and PowerPoint. Experience with Microsoft Access and Microsoft Project a plus
  • MAC experience
  • Excellent organization and communication (verbal, written and negotiation) skills
  • Bachelor’s degree preferred, or equivalent work experience

Attributes of a great Organic

  • Problem solver, creative thinker, passion to inspires others, a high level of integrity, and a ‘can do’ attitude with follow through

Working Relationships

  • External: Clients, Vendors, Contractors, Sister Companies & Parent Companies
  • Internal:  Employees, all levels of management & contract employees