Job Details

Title: Administrative - Administrative Assistant III
Location: Irvine, CA
Duration: 24 months

The Administrative Assistant III is responsible for providing comprehensive administrative support to ensure the efficient operation of the office. This role supports managers and employees through a variety of tasks related to organization and communication, handling confidential and time-sensitive material.

Responsibilities

• Provide administrative support to ensure efficient operation of the office.
• Support managers and employees through a variety of tasks related to organization and communication.
• Handle confidential and time-sensitive material.
• Effectively communicate via phone and email, ensuring all duties are completed accurately and delivered with high quality and in a timely manner.
• Answer and direct phone calls.
• Organize and schedule meetings and appointments.
• Maintain contact lists.
• Produce and distribute correspondence memos, letters, faxes, and forms.
• Assist in the preparation of regularly scheduled reports.
• Develop and maintain a filing system.
• Order office supplies.
• Book travel arrangements.
• Submit and reconcile expense reports.
• Provide general support to visitors.
• Provide information by answering questions and requests.
• Take dictation.
• Research and create important presentations and develop processes.
• Generate reports and handle multiple projects.
• Prepare and monitor invoices.
• Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities.
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.