Administrative Assistant

INIVITE ONLY

Job Summary:

The Administrative Assistant provides comprehensive administrative and clerical support to one or more departments or functional areas. This position requires the ability to exercise independent judgment in planning, prioritizing, and organizing a diverse workload in a fast-paced environment. The role supports the flow of communication, maintains organizational systems, and ensures efficient day-to-day operations.

Example of Duties:

• Provides administrative support to department managers and/or staff.
• Performs clerical tasks including filing, copying, scanning, printing, shredding, mailing, organizing, and delivering documents.
• Manages calendars, meetings, and scheduling as applicable.
• Takes meeting minutes and drafts correspondence, letters, and reports.
• Assists in the coordination and flow of information between departments, vendors, and external contacts.
• Processes incoming and outgoing mail and run occasional errands.
• Tracks data, generates reports, and performs data entry.
• Maintains organized digital and paper filing systems.
• Ensures common areas are clean, stocked, and well maintained.
• Orders office supplies and manages vendor relationships as needed.
• Performs other duties as assigned.

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Strong interpersonal and customer service skills.
• High level of professionalism and ability to handle confidential information.
• Attention to detail and strong organization skills.
• Able to multitask, prioritize, and adapt to shifting deadlines.
• Working knowledge of office equipment.
• Capable of working independently and collaboratively.
• Proficient in Microsoft Office (Word, Excel, Outlook); experience with Teams, Salesforce, ADP, SQL, and Access preferred.

Experience/Education:

• Minimum of two years of administrative experience in a fast-paced environment; three to five years of progressively responsible experience preferred.
• High school diploma required; some college coursework preferred.

Licenses/Certifications:

Possession of a valid California driver's license, Class C, with the ability to maintain insurability under the company’s insurance carrier is required.