Administrative Assistant Job at Ultimate Staffing in Pleasanton

We are seeking a dynamic Administrative Assistant. The ideal candidate would have general administrative experience to work in a fast-paced environment, balancing different priorities, supporting executives and their departments. Skilled at time-management, tech savvy experienced with Microsoft Word, Excel and PowerPoint, organized, calendaring through Microsoft Outlook and managing schedules and travel arrangements.

• Provides administrative support to ensure efficient office operations.
• Maintains physical and digital filing systems.
• Answers phone calls and directs callers to appropriate personnel, schedules appointments, Assists clients and other visitors.
• Manages calendars for senior staff, including making travel arrangements.
• Drafts and edits letters, reports, and other documents.
• Coordinates logistics for meetings, including room setup and catering.
• Uses word processing and presentation software to create and edit documents.
• Operates and maintains office equipment, including printers, copiers, and fax machines.
• Works closely with other administrative staff and supports other colleagues as needed.
• Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
• Ensures that deadlines are met and adapts to changing priorities.
• Presents a positive and professional image for the organization.
  

Desired Skills and Experience

We are seeking a dynamic Administrative Assistant. The ideal candidate would have general administrative experience to work in a fast-paced environment, balancing different priorities, supporting executives and their departments. Skilled at time-management, tech savvy experienced with Microsoft Word, Excel and PowerPoint, organized, calendaring through Microsoft Outlook and managing schedules and travel arrangements.

* Provides administrative support to ensure efficient office operations.
* Maintains physical and digital filing systems.
* Answers phone calls and directs callers to appropriate personnel, schedules appointments, Assists clients and other visitors.
* Manages calendars for senior staff, including making travel arrangements.
* Drafts and edits letters, reports, and other documents.
* Coordinates logistics for meetings, including room setup and catering.
* Uses word processing and presentation software to create and edit documents.
* Operates and maintains office equipment, including printers, copiers, and fax machines.
* Works closely with other administrative staff and supports other colleagues as needed.
* Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
* Ensures that deadlines are met and adapts to changing priorities.
* Presents a positive and professional image for the organization.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.