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Regional Office GP Admin Assistant
Ref No.: 18-08127
Location: Brea, California
Job Title: Regional Office GP Admin Assistant
Location: Brea, CA
Duration: 06+ Months (Intend to extend).
 



Important Note: Client is looking for someone from Engineering and Construction Industry.
 
Description:
  • Supports executives and upper management in the regional global practice with the following duties:
    - Manage outlook calendar, meetings and invites;
    - Set up internal or external meetings/lunch's/dinner's with clients, vendors, and employees;
    - Development and organization of Regional Office Global Practice-wide meetings;
    - Create and manage organizational charts;
    - Organize strategic meetings and prepare the agenda;
    - Manage strategic action Item list and follow up with pending items;
    - Organize and prepare materials (presentations) meetings;  
  • This includes:
                     Reserving conference rooms and sending invitations
                     Creating and setting up the presentation
                     Ordering refreshments (if applicable)
                     Taking meeting minutes as requested
    - Organize and prepare monthly and quarterly reports, presentations, and compile information as support to management meetings;
    - Manage sales data information and compile it into an Excel file bi-annually;
    - Compile financial reporting data and information for the global practice
    - Prepare communications to employees;
    - Interface with employees/clients on behalf of the management team;
    - Prepare and arrange holiday gift arrangements:
                     Ordering gifts (calendars, shirts, etc.);
                     Shipping the gifts
                     Managing the effort via a spreadsheet
    - Manage holiday card signatures and routing;
    - Act as main point of contact (screen and correctly route all incoming calls) for management team;
    - Edit outgoing communications;
    - Manage expense reports for Principal's and Executives;
    - Assist with travel arrangements for Principal's and Executives;
    - Maintain and update contacts in Outlook and CRM;
    - Assisting with general administrative duties as needed and all other duties as assigned.
    Operational duties, including but not limited to:
    - Working with managers to determine seating for employees
    - Communicating seating information to the local office administration team
    - Working with managers for group moves
    - Routing documents for signature approvals
    - Regional Global Practice administrative point of contact for Office Administrator 
Requirements:
- High School Diploma or equivalent.
- Minimum five years office/clerical experience. 
- Must be proficient in Microsoft Word, PowerPoint, and Excel, familiarity with other Microsoft office applications is desirable.
- Knowledge of SharePoint and CRM (or an interfacing Contact Project) is a plus.
- Excellent organization skills, attention to detail, communication skills and ability to handle multiple tasks. 
- Some college coursework preferred. 
-5% Travel to local office and to meet other clients office admins
EEO/Minorities/Females/Disabled/Veterans
  • Professional attitude
  • Good with people
  • Driven
  • Self-Starter
  • Well organized
  • Proficient with Microsoft products specifically excel, word and PowerPoint
  • Focus on organizing T&D Group into a more defined structure
  • Managing my schedule, action items, preparing for meetings etc.- entering in expenses
  • Booking travel, taking care of expenses
  • Doing research on clients and companies
  • Preparing documents
  • Coordinating with my reports to drive actions to completion