Administrative Assistant-35K

Unclassified - Oakland, CA

Full-time

Oakland, CA

About the position

The position involves providing comprehensive administrative support to the Office Manager, professional staff, and Branch Manager. The role focuses on coordinating the production of various documents, managing schedules, and maintaining filing systems, while ensuring effective communication and organization within the office environment.

Responsibilities

• Assemble and coordinate the production of reports, technical papers, forms, summaries, proposals, and other documents.
• Compose material and information; type and design general correspondence, memos, charts, tables, graphs, business plans, reports, and documents.
• Proofread copy for spelling, grammar, and layout; make appropriate changes.
• Create logs, tables, graphs, and databases.
• Schedule and organize complex activities such as travel, client meetings, staff meetings, and conferences.
• Maintain travel itinerary of professional staff.
• Organize and prioritize large volumes of information and calls.
• Sort and distribute mail; draft written responses or reply by phone or e-mail when necessary.
• Field/answer routine and non-routine questions; work in cooperation with other assistants to cover phones.
• Establish, develop, maintain, and update client, invoice, and project filing systems.
• Maintain and update library of professional journals and magazines.
• Interact directly and act as a liaison with other departments, outside agencies, clients, and staff.
• Index, file, and maintain project documents.
• Conduct research and compile and process a variety of information.
• Deal with printer and office equipment as needed.
• Proof billing reviews and client invoices for accuracy.
• Track budgets for projects and maintain accurate records in project-related costs and project management systems.
• Perform related administrative tasks and assist other administrative staff as needed.

Requirements

• Proven experience in administrative support or a similar role.
• Strong organizational skills and ability to manage multiple tasks.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and other relevant software.
• Attention to detail and ability to proofread documents accurately.

Nice-to-haves

• Experience in project management or budget tracking.
• Familiarity with filing systems and document management.
• Ability to work collaboratively in a team environment.

Benefits

• Equal employment opportunity employer.
• Consideration for all qualified candidates without regard to disability or protected veteran status.