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Administrative Assistant I
Ref No.: 18-05295
Location: San Mateo, California
Position Type:Contract
Start Date: 05/24/2018
Administrative Assistant I
Location: 160 Bovet Road, Suite 402, San Mateo, CA 94402
Reports to: Senior Executive Assistant
 
Position Summary:
The front office position is responsible for insuring front desk coverage at all times.  This includes access control of visitors/vendors into the space.  This position provides administrative support of a highly responsible and confidential nature. This requires good judgment and strong initiative. This position must reflect a positive and professional image of the company in both presentation and communication.
 
Office Environment:
We are a small office of 16-17 people in San Mateo; our office is primarily composed of top level executives and our corporate development team. We are a corporate casual environment, and the overall office is pretty quiet.
Duties:
·         Bring in coffee for executive team in the morning, pick up breakfast as needed.
·         Organize lunch / schedule catering / pick-up lunch if needed.
·         Schedule meeting rooms.
·         Maintain look and appearance of lobby, conference rooms, kitchen, and other common areas; must keep work space clean and organized.
·         Greet guests and answer phones as needed.
·         Coordinate and ship all office shipments, deliver mail that comes in, etc.
·         Maintain the kitchen, stock drinks and snacks as needed.
·         Assist with executive car bookings, travel arrangements, etc. on an as needed basis.
·         Alert Office Manager and Facilities to any issues regarding the space that need to be addressed (i.e. HVAC issues, broken drawers, etc.).
o   Put in facilities tickets as needed for employees.
·         Assist with special projects, events, and off-sites – this includes scheduling and going on hotel tours, restaurant visits, etc.
·         Order office and kitchen supplies as needed, ensuring inventory levels are adequately maintained.
·         Serve as a contact for people both inside and outside the company. Point person for providing directions to clients/guests and working with building security prior to arrival.
·         Assist coordinating outside Board Meetings and conference availability.
·         Liaise with IT to ensure all conference room equipment and printers are working properly.
·         Assist with HR Communication's posters and employee engagement events as needed.
·         Maintain employee contact information, birthday calendar, and other lists as assigned.
·         Other duties as assigned.
 
Requirements:
·         Must have reliable transportation
·         Must have a valid driver's license
·         High School diploma or equivalent.  Associate degree in business or liberal arts desirable.
·         Strong organizational skills, ability to take initiative, and multi-task in a face-paced, high profile environment.
·         Excellent written and verbal skill-sets with attention to detail and follow-up
·         Able to handle sensitive, complex, and confidential information appropriately
·         Strong PC skills (proficiency with MS-Word, Excel, Power-Point, Outlook)
·         Strong interpersonal, customer service, telephone skills required.
·         Demonstrate a strong work ethic