We are offering a short term contract employment opportunity in Berkeley, California for an Administrative Assistant. This role is integral to our operations and involves providing cross-functional support to various departments such as Facilities, Finance, and Administration. As an Administrative Assistant, you will be a vital contact point for clients, employees, and other sites' administrative assistants, handling various processes and projects with a focus on office administration and finance.
Responsibilities:
• Act as a detail oriented and friendly point of contact during telephone and written communications with staff, clients, and business associates.
• Efficiently manage visitor greetings and telephone handling.
• Handle incoming and outgoing mail, ensuring appropriate distribution and handling of sensitive faxes.
• Provide comprehensive administrative support to the Executive Office.
• Develop and analyze data reports to assist management decision-making.
• Track projects assigned to managers by members of the Executive Office.
• Handle daily deposit support, remote deposits, and filing of documents in electronic folders.
• Manage vendor invoices, from scanning and distribution for approval to tracking and submission for payment.
• Ensure appropriate signatures are obtained from the CEO on various documents and their proper delivery.
• Handle credit card statements, create Excel spreadsheets for credit card holders, match statements with receipts, and follow up on missing receipts.
• Coordinate meetings and events, maintain and order office supplies, and manage conference room setup and cleanup.
Responsibilities:
• Act as a detail oriented and friendly point of contact during telephone and written communications with staff, clients, and business associates.
• Efficiently manage visitor greetings and telephone handling.
• Handle incoming and outgoing mail, ensuring appropriate distribution and handling of sensitive faxes.
• Provide comprehensive administrative support to the Executive Office.
• Develop and analyze data reports to assist management decision-making.
• Track projects assigned to managers by members of the Executive Office.
• Handle daily deposit support, remote deposits, and filing of documents in electronic folders.
• Manage vendor invoices, from scanning and distribution for approval to tracking and submission for payment.
• Ensure appropriate signatures are obtained from the CEO on various documents and their proper delivery.
• Handle credit card statements, create Excel spreadsheets for credit card holders, match statements with receipts, and follow up on missing receipts.
• Coordinate meetings and events, maintain and order office supplies, and manage conference room setup and cleanup.
• Minimum of 3 years experience in a similar role as an Administrative Assistant
• Proven ability to coordinate meetings and manage schedules effectively
• Experience in coordinating events, including logistics, invites, and follow-ups
• Proficiency in document scanning and maintaining digital filing systems
• Demonstrated responsibility for maintaining and ordering office supplies
• Experience in conference room setup and cleanup, ensuring readiness for meetings and events
• Ability to organize luncheons and office social events
• Proficient in Microsoft Excel, including data entry, pivot tables, and report generation
• Proven ability to coordinate meetings and manage schedules effectively
• Experience in coordinating events, including logistics, invites, and follow-ups
• Proficiency in document scanning and maintaining digital filing systems
• Demonstrated responsibility for maintaining and ordering office supplies
• Experience in conference room setup and cleanup, ensuring readiness for meetings and events
• Ability to organize luncheons and office social events
• Proficient in Microsoft Excel, including data entry, pivot tables, and report generation