Administrative Assistant

$65,000 - $70,000/Yr

Ultimate Staffing - Irvine, CA

Full-time - Mid Level

Irvine, CA

Professional, Scientific, and Technical Services

About the position

The Administrative Assistant position at a leading scientific environmental consulting firm involves providing comprehensive administrative support to technical and administrative staff. This in-office role focuses on the development and production of client deliverables, ensuring high-quality documentation and organization of project files. The position requires a proactive individual with strong technical skills and attention to detail, capable of managing various administrative tasks efficiently.

Responsibilities

• Formatting and QCing of client deliverables
• Production of client deliverables and technical reports
• Organization and maintenance of project files
• Creating spreadsheets and entering data into MS Word documents
• Composing letters and routine correspondence
• Providing litigation support, including indexing and converting documents using OCR
• Preparing marketing materials
• Database entry of project files
• Purging project files before archival
• Providing reception support
• Reconciling invoices or statements
• Coordinating webcasts, meetings, and conferences
• Planning employee and client meetings/events
• Coordinating catering services
• Maintaining common areas and office facilities
• Coordinating building security and parking access with the Property Manager
• Providing administrative support for recruiting and candidate interviews
• Coordinating travel arrangements
• Maintaining Principal contacts and calendar

Requirements

• Minimum 5 years' experience in mid-level to senior level administrative support
• BA/BS degree or equivalent preferred, but not required
• Self-starter with the ability to grasp issues quickly and attend to details
• Advanced Microsoft Word skills, including the use of styles
• Proficient in Microsoft Excel, Outlook, and PowerPoint
• Proficient in Adobe Acrobat Professional
• Ability to compile data and prepare expense reports
• Experience in designing staff and office forms
• Keen eye for detail and accuracy
• Experienced in editing and proofreading lengthy documents

Nice-to-haves

• Experience working for a consulting or engineering firm
• Familiarity with technical vocabularies from various fields

Benefits

• Direct hire position
• Competitive salary range of $65,000 - $70,000 based on experience