Administrative Assistant Job at CE2 Corporation in Berkeley

Description:

W2-Contract (w/ potential to be hired by client FT)

Start: Dec 2024 – End: February 2025

Location: Berkeley CA (Avail to work onsite M-F 7am-6pm)

Pay Rate: $45.00 per hour

In this exciting role, you will provide a wide range of administrative support services, primarily providing worksite support to a particular client division. Responsible for serving as the main point of contact for the division’s onsite operational, administrative, and programmatic issues through independent planning, organization, prioritization, and timely execution of tasks.

What You Will Do:

• Serve as a point of contact for operational, administrative, and programmatic issues
• Assist with planning, coordinating, and executing events, meetings, programmatic initiatives, workshops, and conferences, including budget development and tracking, audio/visual arrangements, registration, travel, note-taking, and catering.
• Manage and maintain multiple, complex calendars for senior staff including scheduling meetings, coordinating with internal and external stakeholders, and resolving scheduling conflicts.
• Serve as workspace planning and maintenance, property tracking, event, site visit, travel and procurement specialist providing regular training updates and maintaining desk guides for processes.
• Collaborate with research and operational staff to provide new hire onboarding and support to exiting staff.
• Collaborate with research, operational, business, and administrative staff to create and maintain templates, forms, websites, and other forms of media.
• Collaborate with research and operational staff to format, proofread, and edit MS Word and Adobe documents to ensure consistency, accuracy, and completeness.
• Assist staff with coordination of proposal materials, interfacing with Budget personnel as needed.
• Collaborate with administrative leadership on special projects, presentations, and ad hoc reporting and calendaring activities.
• Assess, prioritize, track, and determine appropriate action on various requests and inquiries ensuring timely completion.
• Provide a high level of customer service to all levels of personnel both internal and external to the organization representing the Energy Analysis and Environmental Impacts Division.
• Act as administrative backup for the administrative staff when needed.

Requirements:

• BA/BS desired and a minimum of 2-4 years of relevant administrative experience including coordinating and facilitating complex tasks related to travel and procurement in research, academic, or large/complex organization, or a combination thereof.
• Experience using a variety of cloud-based software platforms and applications including MS Office Suite, Google Applications Suite, and Adobe Acrobat.
• Demonstrated organizational skills including experience handling multiple tasks concurrently to meet workload demands and deadlines.
• Strong customer focused interpersonal skills including experience interfacing with all levels of personnel both internal and external to an organization with a high degree of professionalism, discretion, and confidentiality.
• Demonstrated oral and written communication skills including experience compiling information on complex subjects and producing professional high-quality, error-free correspondence, documents, reports, and presentations.
• Intermediate to advanced formatting skills in Microsoft Word, Excel, and PowerPoint.