Administrative Assistant

POSITION SUMMARY

The Administrative Assistant at Optima Tax Relief, LLC's ("Optima") Santa Ana, California office reports directly to the Manager, Office Administration. This role entails ensuring smooth and efficient operations while also maintaining a safe and secure environment for both visitors and employees within Optima's offices. This position must always be conducted in a professional manner to reflect the high standards of Optima, ensuring a positive experience for visitors and employees by being approachable and welcoming while maintaining a safe work environment.  This position will also coordinate and execute all Optima events, including offsites, company parties, and wellness events.  The role of all administrative staff on the Office Operations team is to exemplify positivity at all times and to champion Optima’s award-winning culture.

ESSENTIAL DUTIES & RESPONSIBILITIES

The essential functions include, but are not limited to the following:

• Reception Duties: answering and directing incoming calls, greeting visitors and vendors, signing for delivered packages.
• Welcome vendors, clients, team members, and other Company visitors.
• Communicate frequently with all levels of management, verbally and in writing.
• Assist with event planning and implementation, as well as attend and set up company events including offsites. 
• Draft and maintain detailed records of various Office Operations purchasing orders and invoices.
• Communicate and maintain relationships with various event and facilities vendors.
• Stock, organize, and clean employee break rooms and common areas.
• Assist in managing and responding to staff requests for office supplies.  Also, monitor and replenish inventory.
• Run errands relating to the implementation of Optima events and/or for Optima Executives.
• Respond to conference room requests and schedule conference rooms according to staff need and availability.
• Perform general clerical duties such as word processing, calendar/planner management,  filing documents, photocopying, faxing, and mailing.
• Other duties as assigned.

In order to be provided the essential training required to be successful in this role, it is mandatory that you are present for and complete all essential/initial training onsite for up to 5 business days (unless prior management approval is provided). Please note that additional onsite training may be required depending on business need.

EDUCATION AND EXPERIENCE REQUIREMENTS

• High school diploma or equivalent education required.
• Minimum 1-year receptionist or administrative assistant experience.
• Event planning experience is a plus.

KNOWLEDGE, SKILLS,& ABILITIES

• Excellent prioritization, organization, and multitasking skills.
• Ability to communicate and adjust with all levels of employee population. 
• Ability to work with different personalities and maintain professionalism and assertiveness as needed.
• Strong attention to detail and collaboration skills.
• Ability to exercise diplomacy and maintain confidentiality of sensitive information.
• Ability to work M-F schedule with steady hours ranging from 7AM-6PM with the ability to be flexible within those time frames as needed.
• Basic experience with Google Suite and Microsoft Office Applications.
• Strong interpersonal, written and verbal communication skills.
• Strong work ethic and commitment to excellence.

Salary : $18 - $19