Administrative Assistant Job at Virtual in Santa Ana

Job Description: Administrative Assistant/Office Administrator
Location: Santa Ana, CA

Position Overview:
Vaco is seeking a highly organized and proactive Administrative Assistant/Office Administrator to join our clients team. This individual will play a critical role in ensuring the smooth operation of our clients office by handling a variety of administrative and organizational tasks. The ideal candidate will be resourceful, detail-oriented, and able to multitask effectively in a fast-paced environment.

Key Responsibilities:

• General Office Support:

  • Answer and direct phone calls, take messages, and forward them to the appropriate individuals.
  • Manage incoming and outgoing mail, including sorting, scanning, and distributing correspondence.
  • Coordinate shipping and receiving needs using FedEx, USPS, and other carriers.

• Office Maintenance and Inventory:

  • Maintain office supply inventory, including food, beverages, and stationery, ensuring replenishment as needed.
  • Prepare and set up the office for meetings, ensuring a professional and welcoming environment.

• Event Coordination:

  • Provide administrative support for holiday and non-holiday events, including planning, organizing, and logistics.

• Travel Coordination:

  • Serve as a backup for booking travel arrangements, including flights, hotels, rental cars, and train reservations.

• Executive and Departmental Support:

  • Assist the Executive Office Manager with various tasks and projects.
  • Support multiple departments with administrative needs, including document preparation, scheduling, and coordination.

Qualifications:

• Proven experience in an administrative or office support role.
• Excellent organizational and time management skills.
• Strong communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Ability to multitask and prioritize tasks effectively.
• A proactive and flexible approach to work, with a strong problem-solving mindset.

Preferred Skills:

• Experience with event coordination and travel booking.
• Familiarity with office supply management and inventory systems.
• Previous experience supporting executives or multiple departments is a plus.