Administrative Assistant

We are partnering with a great organization to hire an Administrative Assistant / Receptionist for an on-site opportunity (contract to hire) in Irvine, CA. This role will serve as a key front office presence, with a strong focus on high-volume phone coverage, reception, visitor support, and general administrative assistance across departments. The ideal candidate is polished, fluent in English and Spanish, highly organized, and comfortable managing a busy front desk while jumping in on a variety of office projects and day-to-day administrative needs.

Key Responsibilities

• Serve as the first point of contact for incoming calls, taking and routing messages, answering general questions, and providing professional phone support to callers.
• Provide consistent phone and receptionist coverage, balancing walk-in traffic, incoming calls, and administrative tasks in a fast-paced office setting.
• Support multiple departments with general administrative duties, including scanning, filing, copying, document preparation, printing, packaging, and mailing.
• Assist with ad hoc administrative projects such as organizing files, updating documents, assembling packets, data entry, and helping with special assignments as needed.
• Help support office workflows by maintaining records, tracking spreadsheets, and assisting with general clerical tasks.
• preparing materials, coordinating schedules, and helping with related documentation.
• Assist with scheduling, calendar coordination, meeting logistics, and follow-up communications for various departments.
• Help maintain internal organization of documents, records, and office materials to support efficient day-to-day operations.
• Pitch in where needed to support other teams, departments, and office functions as priorities shift.

Qualifications

• Fluency in English and Spanish required
• 2 years of experience in reception, front desk, administrative support, or office coordination
• Strong experience handling multi-line phone systems and providing professional phone coverage
• Comfortable supporting a busy front desk while also managing administrative and clerical tasks
• Experience with scanning, filing, document management, and general office support
• Proficiency in Microsoft Office
• Strong communication and customer service skills
• Highly organized with strong attention to detail
• Able to multitask and shift priorities in a fast-paced office environment
• Professional, dependable, and team-oriented
• Comfortable assisting multiple departments with changing administrative needs

Schedule: Monday – Friday, 8:30am – 5:30pm