Overview

Are you looking to become part of a dynamic, technology-driven company? AMAG Technology, an Allied Universal® Company, is a market leader in Physical Access Control, Identity Management and integrated security solutions. We are always looking for talented individuals to join our team, and offer medical, dental and vision coverage, life insurance, 401K, employee assistance programs, company discounts, perks and more. Start your career with AMAG Technology today!

Job Description

AMAG, an Allied Universal® Company, is hiring a Executive Office Administrator. The Executive Office Administrator will satisfy a number of roles within the AMAG organization. The primary responsibility is to provide administrative support to the President, with minor administrative support for the Vice President of Global Customer Service, the Vice President of Partner Programs among others. In addition, the Executive Office Administrator will act as the Hawthorne Office Manager.

This position reports to the Vice President of Global Customer Services and the AMAG President. It is an in office position located in Hawthorne, CA; work is required to be performed from that office location with a minimum of 40 hours a week in dedicated time.

PRIMARY RESPONSIBILITIES:

• Managing the day-today operations of the office
• Organizing and maintaining files and records
• Planning / scheduling meetings and appointments
• Managing projects and conducting research
• Preparing and editing correspondence, reports, and presentations
• Making travel and guests arrangements

JOB FUNCTION AND RESPONSIBILITIES:

• Provide secretarial, administrative, and clerical support
• Maintain knowledge of and comply with all departmental policies / service procedures / standards
• Demonstrate continuous effort to improve effectiveness, produce quality work, anticipate needs, and suggest ideas to improve workflow
• Exceptional Can do attitude and teamwork
• Ability to make complex travel arrangements
• Qualify phone calls and determine routing or importance
• Manage and maintain calendars
• Be attentive to executives’ needs
• Special projects requiring analytical skills
• Read and process daily incoming and outgoing mail, copies, faxes, reports. Handle their distribution and prepare responses
• Compose internal and external correspondence; prepare PowerPoint presentations, monthly/weekly reports, and letters
• Prepare expense reports with detailed review
• Prepare agendas and make arrangements for sales and other meetings
• Coordinate company sponsored events and other meetings such as sales meetings, employee appreciation program, and new hire orientations
• Assist the Leadership Committee by supporting and managing special projects
• Set the tone for the President’s office: establish and maintain professional relations with staff, customers, visitors, and internal guests. Greet and facilitate guests’ needs
• Handle confidential matters as assigned
• Various, miscellaneous personal duties such as running occasional errands
• Willing to work overtime when needed to get the job done
• Maintain Hawthorne office as needed
• Perform all other duties assigned

EDUCATION AND EXPERIENCE:

• Bachelor’s degree or equivalent in Business, Organization Development, or equivalent
• Strong interpersonal skills both oral and written
• Substantial sense of confidentiality and compliance with policies and procedures
• Comfortable dealing with all levels of Management

SKILLS:

• Problem solving; skillfully identifies and resolves problems in a timely manner, in addition to gathering and analyzing information
• Interpersonal skills; maintains confidentially, remains open to others’ ideas, and exhibits willingness to embrace new ideas / concepts
• Oral communication; speaks clearly and persuasively in positive or negative situations, also demonstrates group presentation skills and conducts meetings
• Planning / Organizing; prioritizes and plans work activities, while using time efficiently and developing realistic action plans
• Quality control; demonstrates accuracy, thoroughness, and monitors own work to ensure quality
• Adaptability; embraces change in the work environment, manages competing demands, and is able to handle frequent change, delays, or the unexpected
• Dependability; consistently punctual, able to follow instructions / processes, responds to management’s direction, and solicits feedback to improve performance
• Safety and security; actively promotes and personally observes safety and security procedures, while using equipment and material properly

PERSONAL TRAITS:

• Excellent written and verbal communication and interpersonal skills to establish a productive working relationship with co-workers, vendors, and customers
• Able to manage multiple priorities in a time-sensitive environment and has previous experience in a fast-paced environment where multi-tasking is required
• Professional and courteous, exhibit a positive attitude
• Excellent time management, organizational, and personal accountability with a high attention to detail
• Ability to work independently with minimal supervision
• Honed problem solving skills
• Self-starter required
• Ability to work well on a team
• Self-motivated, energetic, and flexible

Closing

Allied Universal® is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race/ethnicity, age, color, religion, sex, sexual orientation, gender identity, national origin, genetic information, disability, protected veteran status or relationship/association with a protected veteran, or any other basis or characteristic protected by law. For more information: www.aus.com

If you have any questions regarding Equal Employment Opportunity, Affirmative Action, Diversity and Inclusion, have difficulty using the online system and require an alternate method to apply, or require an accommodation at any time during the recruitment and/or employment process, please contact our local Human Resources department. To find an office near you, please visit: www.aus.com/offices.

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