Job Description
We are seeking a highly organized and proactive Administrative Assistant to join our dynamic team in Oakland, CA. In this role, you will serve as the first point of contact for our clients and internal departments, ensuring smooth daily operations and supporting executive leadership with complex scheduling and correspondence. If you excel in a fast-paced environment and have a passion for efficiency, we want to meet you.
Why Join Us?
- Competitive hourly wage and comprehensive benefits package.
- Opportunity to work in a diverse and vibrant community in Oakland.
- Professional development and growth opportunities.
Responsibilities
- Manage and coordinate complex calendars, scheduling meetings, and handling internal and external communications.
- Prepare and distribute meeting materials, agendas, and minutes, ensuring accurate documentation.
- Process incoming and outgoing mail, packages, and invoices with high attention to detail.
- Assist with travel arrangements, including flights, hotels, and ground transportation, ensuring cost-effectiveness and compliance.
- Update and maintain databases, filing systems, and digital records to ensure data integrity.
- Support special projects and events by coordinating logistics and managing vendor relationships.
- Screen phone calls and emails, routing inquiries to the appropriate personnel promptly.
Qualifications
- High school diploma or GED required; Associate’s degree preferred.
- Minimum of 2-3 years of experience in an administrative or executive assistant role.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
- Excellent written and verbal communication skills with a professional telephone manner.
- Strong organizational skills with the ability to prioritize tasks and meet strict deadlines.
- Ability to work independently with minimal supervision in a busy office environment.