Administrative Assistant

Position Title: Administrative Assistant

Job Duties/Description:

• To perform administrative duties for management team members. Responsibilities include, but not limited to typing, editing correspondence and managing assigned projects
• Provide comprehensive administrative support to members of the management team, including preparing and editing correspondence, managing assigned projects, and performing day‑to‑day organizational tasks.
• Support operational directors, managers, and departmental leaders by:
  • Completing assigned tasks and special projects in a timely and accurate manner
  • Maintaining clear and professional communication regarding requests, deadlines, and required follow‑up
  • Reviewing incoming requests and offering solutions or recommendations when appropriate
• Manage and prioritize email communication; this role is not heavily phone‑based
• Attend meetings to capture accurate notes and detailed meeting minutes
• Update and maintain a variety of spreadsheets; while no coding is required, the role requires strong understanding of correct data entry and placement
• Provide proofreading support and assist with drafting or distributing internal and external communications
• Coordinate the purchasing of office supplies through vendors
  • Conduct weekly supply inventories across multiple floors
  • Place orders, track deliveries, and review corresponding invoices
  • Ensure expenses remain within established budget parameters
• Monitor and maintain office equipment including printers, copiers, and general workstation tools
• Provide occasional backup phone coverage as needed
• Greet and assist visitors in a professional manner, when applicable
• Sort, process, and distribute all incoming and outgoing U.S. mail
• Monitor incoming electronic fax communications
• Assist with various administrative tasks, research assignments, and department‑wide projects
• Collaborate effectively within a large, diverse department maintaining professionalism, confidence, and strong communication skills

Requirements:

• Minimum 2-3 years of administrative experience for upper-level management.
• Microsoft O365 including Outlook, Teams, Excel, Word
• High school diploma or GED Certificate
• Excellent organizational, time management, and decision-making skills.
• Strong written and verbal communication skills, including transcription and minute-taking abilities.
• Demonstrated experience in office management tasks such as purchasing supplies, booking travel, and coordinating events.
• Ability to work independently, prioritize tasks, and adapt to changing demands in a fast-paced environment.
• Excellent interpersonal skills to work effectively with all levels within the organization and community.

Additional Info:

• Pay: $23-25 per hour, depending on experience
• Schedule: 8a-430p, Mon-Fri
• Location: 100% in office
• Type: Contract to Hire after approx. six months

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.