Office Administrative Assistant

Location: Santa Ana
Hours: 8:00 am – 5:00 pm, Monday - Friday

About the role

This position is responsible for the professional and efficient management of telephone calls and messages, as well as a variety of administrative duties that support HR management and office staff. Provide information regarding the company to clients and the public.

Responsibilities

• Provide advanced assistance to departments by performing various administrative support functions, including analytical and specialized administrative duties to ensure efficient office operations.
• Operate telephone switchboard to answer, screen, and forward calls, providing information, taking messages, and handling service calls. Keep voicemail directories updated and properly recorded.
• Greet persons entering the establishment, determine the nature and purpose of the visit, and direct them to the specific destination.
• Network through industry contacts, community centers, EDD, colleges, trade groups, social media, and employees.
• Review applicants to evaluate if they meet position requirements and participate in recruiting events.
• Research, compile, summarize, and analyze information to formulate correspondence and respond to various inquiries from internal and external customers.
• Utilize company personnel at all organizational levels to gather information to prepare reports.
• Screen mail and callers, respond to and route inquiries to appropriate personnel as necessary; determine the importance and priority of various issues and escalate major issues to the department head or members.
• Track office supply inventory and approve supply orders.
• Serve as the go-to for office inquiries and conflicts.
• Handle confidential, sensitive, and/or critical information, files, records, and reports.
• Actively promote and ensure clear communication within the department and facilitate inter-departmental communication.
• Provide timely and efficient administrative support and special projects to all departments, including review, research, summarization, or analysis of information.
• Perform other related duties in HR as required and/or assigned.

Requirements

• Excellent written and oral communication skills.
• Ability to interface effectively within all levels of the organization.
• Thorough knowledge of corporate operations and product line.
• Demonstrated judgment, tact, and diplomacy in dealing with internal and external customers.
• Initiative and strong organizational skills.
• Self-motivated, enthusiastic, with a positive attitude.
• Ability to perform as a team player.
• Experience working with senior-level management.
• Exceptional computer skills and software application proficiency.
• Demonstrated ability to read complex instructions and maintain written records.
• Ability to multi-task.
• Bilingual (English & Spanish) a plus.

Qualifications

Minimum of 4 years of related experience in administrative roles preferred, or a combination of experience and education.