Executive Administrative Assistant

Aston Carter - Buena Park, CA

Full-time

Buena Park, CA

Administrative and Support Services

About the position

The Administrative Assistant plays a crucial role in ensuring effective office operations and providing comprehensive support to staff, with a strong emphasis on customer service. This position is under the direction of the Corporate Office Manager and involves managing the main reception lobby, handling company calls, and directing client traffic. The Administrative Assistant is responsible for supporting various administrative functions that facilitate smooth organizational operations, while upholding the company's values and principles. In this role, the Administrative Assistant will greet and direct visitors and clients, ensuring a welcoming environment. They will also be tasked with scheduling conference rooms and coordinating meeting arrangements, which includes catering and refreshments. Additionally, the Administrative Assistant will assist with meeting and event planning, including travel arrangements, accommodations, and preparation of necessary materials. The position requires providing administrative support by organizing project documentation and managing tasks related to Microsoft Outlook, Excel, and Word. The Administrative Assistant will oversee the credit card program, track expenses, and manage invoicing for Staples Advantage and Enterprise Fleet Programs. They will also review, track, and code office invoices for accuracy, support the Corporate Communications help desk, and prepare written responses to routine inquiries. Furthermore, monitoring the purchasing hotline and managing literature requests will be part of their responsibilities.

Responsibilities

• Greet and direct visitors and clients.
• Schedule conference rooms and coordinate meeting arrangements, including catering and refreshments.
• Assist with meeting and event planning, including travel, accommodations, and materials.
• Provide administrative support by organizing project documentation and handling Microsoft Outlook, Excel, and Word tasks.
• Oversee credit card program, track expenses, and manage invoicing for Staples Advantage and Enterprise Fleet Programs.
• Review, track, and code office invoices for accuracy.
• Support Corporate Communications help desk and prepare written responses to routine inquiries.
• Monitor purchasing hotline and manage literature requests.

Requirements

• Associate's degree or equivalent experience required.
• Minimum of 3-5 years in a customer service or administrative role.
• Proficiency in Microsoft Office (basic Excel, Word, Outlook) required; PowerPoint experience a plus.
• Knowledge of standard office equipment and administrative procedures.
• Ability to maintain confidentiality, exhibit professionalism, and handle varying work demands.
• Strong organizational, problem-solving, and communication skills.
• Ability to work with diverse personalities and in a team-oriented environment.