63 Administrative Assistant Jobs in Santa Monica, CA
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University of California - Los Angeles Health
Santa Monica, CA | Full Time
$47k-58k (estimate)
2 Months Ago
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University of California - Los Angeles Health
Santa Monica, CA | Full Time
$63k-80k (estimate)
3 Weeks Ago
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University of California - Los Angeles Health
Santa Monica, CA | Full Time
$50k-63k (estimate)
6 Months Ago
Administrative Assistant
$46k-58k (estimate)
Full Time
1 Month Ago
Upward Bound House is Hiring an Administrative Assistant Near Santa Monica, CA
CLASSIFICATION/FLSA: FULL-TIME/NON-EXEMPT
POSITION SUMMARY:
The ideal candidate will be a problem solver who has excellent communication skills and impeccable attention for detail. The candidate should also be reliable, have experience working in an office environment, performing administrative tasks, and providing support to coworkers. An ability to multitask, manage complex schedules, and meet changing deadlines is essential to the position.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
1) Provides front-desk coverage by managing a busy, multiline phone system answering and routing calls to appropriate party in a courteous and professional manner, greeting guests as they enter the office, managing incoming/outgoing mail and shipments, and maintaining an organized, clean office environment
2) Organize and schedule appointments as directed.
3) Plan meetings and take detailed minutes – includes but not limited to agenda and supporting materials compilation in consultation with meeting owner, room setup and preparation, organize tools, materials, food (if applicable) required for meeting, technology check, taking minutes and following up on matters arising from meetings to close the loop.
4) Serve as the eyes and ears of the office, providing information, answering questions, and responding to requests.
5) Ensure optimal use of office equipment, supplies, and inventories through preventive maintenance.
6) Maintain workflow by analyzing and refining standard operating procedures, such as scheduling, communications etc.
7) Coordinate internal and external resources to expedite workflow
8) Oversee and achieve organizational goals while upholding best practices
9) Write and distribute email, correspondence memos, letters, faxes and forms as directed.
10) Maintain department calendars by providing real-time scheduling support by booking appointments and preventing conflicts.
11) Primary owner of supply orders, ensures agency protocols and processes are followed and tracks delivery to appropriate party.
12) Provide support to agency departments as directed. This includes but is not limited to supporting management team members with email correspondence and generation and distribution of memos, letters, spreadsheets, forms.
13) Assist in the preparation of regularly scheduled reports.
14) Keep agency departments organized – maintaining filing systems, assisting with record keeping tasks etc.
14) Keep agency departments organized – maintaining filing systems, assisting with record keeping tasks etc.
15) Anticipate the needs of others in order to ensure their seamless and positive experience.
16) Additional tasks, projects, and responsibilities as assigned by supervisor.
The duties and responsibilities listed are designed to provide typical examples of the work performed; not all duties and responsibilities assigned are included here, nor is it expected that all similar positions will be assigned every duty and responsibility.
REQUIRED SKILLS AND QUALIFICATIONS
1) Associates degree or equivalent.
2) Proven administrative experience, preferably in a non-profit organization.
3) Superb written and verbal communication skills.
4) Strong time-management skills and multitasking ability.
5) Aptitude for learning new software and systems.
6) Pleasant, courteous and professional customer service skills.
7) Must type 40 WPM
8) Proficient knowledge and experience using Microsoft Office Suite.
9) Ability to work effectively in constantly changing and sometimes demanding or chaotic environment.
10) Experience working with a diverse population, with sensitivity to differences in culture, religion, sexual orientation, race, age, and physical and mental illness.
11) Ability to work independently as well as in a collaborative fashion.
12) Forward looking thinker with strong problem solving skills.
13) Timely in the completion of tasks.
14) Maintains the highest level of confidentiality and professionalism at all times.
15) Excellent verbal and written communication skills.
16) Comfortable handling confidential information
17) Excellent interpersonal skills, interacting with tact, professionalism, and diplomacy.
18) Travel is a regular duty for this position and is required often given the range of UBH programs.
19) Ability to work varied hours/days including evenings/weekends/holidays.
PREFERRED SKILLS AND QUALIFICATIONS
1) College degree or equivalent preferred.
2) Previous success in office management.
3) Experience managing budgets and expenses.
4) Experience developing internal processes and filing systems.
MANDATORY REQUIREMENTS:
1) Employment eligibility verification.
2) Must have and maintain a valid California Driver’s License and auto insurance.
3) Drive personal vehicle in and around Los Angeles County in fulfilment of duties.
4) Successful completion of background screening.
5) TB Test clearance.
6) COVID-19 Vaccination.
7) Ability to work varied hours which may include evenings, weekends or holidays.
How to Apply
To be considered for a position, email resume and cover letter to hr@upwardboundhouse.org. Please be sure to reference Job Title in the subject line of your email. Due to the volume of resumes received, no calls or faxes regarding submission will be returned. Your resume will only be routed correctly and considered, if all the qualifications are met and instructions are followed.
Job Summary
JOB TYPE
Full Time
SALARY
$46k-58k (estimate)
POST DATE
03/29/2023
EXPIRATION DATE
05/15/2024
WEBSITE
upwardboundhouse.org
HEADQUARTERS
Santa Monica, CA
SIZE
50 - 100
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