HiringCafe
Posted 17h ago

Administrative Assistant

@ Creative Maintenance Systems
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Irvine, California, United States
$23-$28/hrOnsiteFull Time
Responsibilities:managing calendars, handling calls, maintaining records
Requirements Summary:High school diploma or equivalent required (associate preferred). Proven administrative experience, calendar and schedule management, multi-line phone handling, records management, strong verbal/written communication, and proficiency with Microsoft Office.
Technical Tools Mentioned:Microsoft Word, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint
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Job Description

About the Role:

The Administrative Assistant plays a crucial role in ensuring the smooth and efficient operation of the office by providing comprehensive administrative support to management and staff. This position is responsible for managing calendars, coordinating work orders, and handling customer and leadership request to optimize time and resources. The role requires meticulous attention to detail in maintaining records and managing multi-line phone systems to facilitate effective communication. By performing general clerical duties and managing office supplies, the Administrative Assistant helps create an organized and productive work environment. Ultimately, this position supports the overall success of the organization by enabling seamless administrative processes and fostering professional interactions.

This position is required to be in office  during regular business hours. The position shift is generally 9am to 6pm Monday through Friday.

Minimum Qualifications:

  • High school diploma or equivalent required; associate degree or higher preferred.
  • Proven experience in an administrative or office support role.
  • Proficiency with calendar management and scheduling software.
  • Strong organizational skills with the ability to multitask and prioritize effectively.
  • Excellent verbal and written communication skills.

Preferred Qualifications:

  • Experience with work order management, managing multiple accounts, and cleaning and/or maintenance services.
  • Familiarity with multi-line phone systems and office communication tools.
  • Knowledge of records management best practices and confidentiality protocols.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
  • Previous experience supporting management teams.

Responsibilities:

  • Manage and maintain leadership requests including completing work orders, arranging staff changes, communicating with .
  • Arrange domestic and international travel plans, including booking flights, accommodations, and transportation.
  • Handle multi-line phone systems, directing calls appropriately and responding to inquiries in a professional manner.
  • Perform general clerical duties such as filing, photocopying, scanning, and managing office supplies inventory.
  • Maintain accurate records and documentation, ensuring confidentiality and easy retrieval when needed.
  • Coordinate meeting logistics including room reservations, preparing agendas, and distributing materials.
  • Support other administrative tasks as needed to assist various departments and improve office efficiency.

Skills:

The required skills such as general administrative abilities and calendar management are essential for organizing daily schedules and ensuring meetings and appointments run smoothly. Maintaining calendars and arranging meetings require attention to detail and strong time management to prevent conflicts and maximize productivity. General clerical skills, including records management and handling multi-line phone systems, support effective communication and documentation within the office.  Preferred skills like proficiency in Microsoft Office and familiarity with corporate travel tools enhance efficiency and allow the Administrative Assistant to provide higher-level support to the team.