Administrative Assistant

Sacramento, CA

SUMMARY

We are looking for a master multi-tasker with excellent communication skills and an upbeat attitude. Candidates should be able to assist management and all visitors to the company by handling office tasks, providing polite and professional assistance via phone, mail, and email, making reservations or travel arrangements and generally being a helpful and positive presence in the workplace.

To be successful as an Administrative Assistant, candidates should be professional, polite, attentive and accurate. They should always be prepared and responsive, willing to meet each challenge directly. Administrative Assistants must be comfortable with computers, general office tasks and excel at both verbal and written communication. Most importantly, Administrative Assistants should have a genuine desire to meet the needs of others.

POSITION DETAILS:

  • Handle office tasks, such as filing, generating reports and presentations, setting up for meetings and reordering supplies
  • Provide real-time scheduling support by booking appointments and preventing conflicts
  • Make travel arrangements, such as booking flights, cars and making hotel and restaurant reservations
  • Screen phone calls and route callers to the appropriate party
  • Use computers to generate reports, transcribe minutes from meetings, create presentations and conduct research
  • Greet and assist visitors
  • Maintain polite and professional communication via phone, email and mail
  • Anticipate the needs of others in order to ensure their seamless and positive experience
  • Collect consultant invoices and distribute to Project Managers along with draft invoices
  • Coordinate consultant statements of account; track the status of individual invoices with PMs
  • Generate AR reports, distribute to PMs and assist with follow-up with Principal’s oversight and participation as needed
  • Negotiate the purchase of office supplies and needed services in accordance with firm purchasing policies and budgetary restrictions
  • Plan and organize staff functions and events
  • Participate in special department projects as needed 

REQUIREMENTS:

  • Bachelor’s degree in Business Administration or related field is preferred but not required
  • 3 to 5 years of experience in an administrative position
  • Additional experience may be substituted for some education requirements
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