Helpmates

Job Title: Administrative Assistant (Immediate Need)

Administrative Assistant Pay Range: $38.00-$40.00 hourly

Administrative Assistant Schedule: 8am-5pm Monday-Friday 

Administrative Assistant Start Date: ASAP

We are seeking a detail oriented, organized Administrative Assistant for a temporary opportunity supporting the Architecture & Retail Designs with day-to-day operations!

Administrative Assistant Key Responsibilities: 

• Assists Director of Architecture & Retail Designs with day-to-day operations that includes customary administrative duties such as answering phone, correspondence, assisting with meeting requests, coding invoices, maintaining paper and electronic files.

• Will need to schedule meetings with outside vendors, and internal staff, ordering food, setting up conference rooms and greeting guests.

• Works with vendors to ensure contract obligations are met and exceeded.

• Work with the City of Costa Mesa to file plans for retail spaces.

• Process invoices in Nexus and code to correct cost center

• Works in partnership with all departments inclusive of Operations.

Administrative Assistant Skills and Experience:  

• Minimum 5 years of previous Executive Assistant experience.

• Intermediate experience using Microsoft Office, including Excel, Word, PowerPoint.

• Demonstrates a high degree of knowledge, competence and administrative skills and operates with considerable independence. 

• Proficient administrative skills including the ability to type standard business vocabulary or a range of specialized, recurrent terminology accurately and efficiently. 

• Able to produce high-quality work that is accurate, complete, and properly formatted. 

• Excellent writing, editing, and proofreading skills, with attention to detail and ability to adapt style for different audiences and channels.

• Strong interpersonal and relationship-building skills, with the ability to work effectively with cross-functional teams and external stakeholders. 

• Ability to respect confidentiality and sensitivity of information.

• Ability to listen and maintain composure in all scenarios.

• Exceptional customer service skills and the ability to develop and maintain effective relationships; dedicated to meeting the expectations and requirements of internal and external customers, specifically through listening and responding to concerns both in the moment and via digital communication means.

• Must be multitasking to handle several items at once and not let anything go unattended.

• Creative thinking and problem-solving skills, with the ability to generate innovative ideas and solutions. 

• Strong project management skills, with the ability to manage multiple projects and priorities simultaneously. 

• Flexibility and adaptability to changing priorities and deadlines.

If you believe you are a qualified candidate for our Administrative Assistant please click apply below to apply on our website!

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