Administrative Assistant Job at Robert Half in San Jose

Managing Communication:

Answering and directing phone calls
Handling emails and scheduling appointments
Managing office correspondence (letters, emails, packages, etc.)
Scheduling and Calendar Management:

Organizing meetings, appointments, and travel arrangements
Managing and updating calendars for executives or departments
Document Preparation:

Drafting, formatting, and editing documents, reports, and presentations
Handling filing systems, including both paper and digital files
Maintaining records and tracking office documents
Office Management:

Ordering office supplies and managing inventory
Ensuring that the office environment is organized and tidy
Coordinating office maintenance and managing vendor relationships
Data Entry and Database Management:

Inputting data into spreadsheets or databases
Tracking and updating customer information or internal company data
Supporting Other Teams:

Assisting with event planning and coordination
Preparing materials or presentations for meetings
Providing administrative support to other departments as needed
Customer Service:

Greeting visitors and clients
Providing basic information about the company or its services
Managing customer inquiries and ensuring a positive experience
Skills and Qualifications:
Organization: Strong organizational and multitasking abilities are critical.
Communication: Clear and professional communication skills, both verbal and written.
Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or Google Workspace.
Attention to Detail: Accuracy in documentation, scheduling, and data entry.
Problem-solving: Ability to resolve issues independently or escalate them when necessary.
Time Management: Ability to prioritize tasks and manage time efficiently.
Key Tools/Software:
Office Suites: Microsoft Office or Google Workspace
Project Management Tools: Trello, Asana, Monday.com (depending on the company)
Communication Platforms: Slack, Zoom, Microsoft Teams
Document Storage Systems: Google Drive, Dropbox, or company-specific systems
Scheduling Tools: Outlook Calendar, Google CalendarAnswering Inbound Calls, Customer Service, Data Entry, Email Correspondence, Inbound Outbound Calls, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Schedule Appointments