Administrative Assistant

Description

Job Summary: The Administrative Assistant Will handle general family office clerical functions and tasks, demonstrate professionalism in verbal and written communications, provide reliable, productive, and proactive assistance to the Executive Assistant (EA) and to the Executive Chairman and relations, complete all projects/tasks assigned with limited direction, manage recurring duties along with daily needs of a busy office, handle sensitive and confidential information with discretion.

Office Operations- Handle general office and clerical functions.

• Distribute and handle incoming and outgoing mail (USPS, UPS, Fed Ex, etc.)
• Maintain efficient physical and electronic filing systems
• Evaluate current processes for increased efficiency
• Prepare accurate correspondence, documents and spreadsheets
• Maintain and order necessary supplies from Office Depot/Amazon 
• Utilize office equipment to copy, scan, etc. 

Communication- Demonstrate professionalism in verbal and written communication skills

• Answer phones, transfer calls, take messages
• Greet visitors in department
• Serve as public liaison for department/company
• Provide clear and concise written & verbal communications
• Practice diplomacy and professionalism

Executive Assistant Support - Provide reliable, productive, and proactive assistance to the Executive Assistant for miscellaneous projects/tasks.

• Provide support to the EA by completing personal assisting tasks and projects driven by the family office
• Run errands that will require driving 
• Reconcile credit card expenses and approve payables, submit expense reimbursements
• Renew misc. memberships
• Airport security badge management/applications
• Perform Internet research on a variety of topics
• Assist with travel arrangements and appointments 
• Scheduling/managing complex calendars
• Other miscellaneous projects/tasks as assigned

Project/Task Management - Be proactive and responsive to assigned tasks and projects with limited direction.

• Committee involvement
• Review and complete tasks, projects and assignments/follow-up as necessary
• Take initiative on projects to assist Executive Assistant or others in Leadership as needed
• Other duties as assigned.

Requirements

Experience

• Excellent verbal and written communication skills. 
• Strong computer literacy including Microsoft Office applications.
• Exceptional multitasking, organizational and prioritization skills. 
• Able to work effectively with minimal supervision. 
• Physically able to stay seated in front of a computer for long hours at a time. 

Education

• Bachelor's Degree

Licensure

• Must have valid CA Driver's License

Special Skills

• Prior administrative assistant experience required