Job Title: Office Assistant
Location: Brea, CA 92821
Work Model: Fully Onsite
Duration: 12 months Assignment
Shift/Hours: 40hours/week, M to F, 8am to 5pm
Travel: 5% - Potentially driving to Los Angeles or San Diego 5% of the time. MVR/DMV must be part of the background check.
 
Summary:

• The Office Assistant is responsible for providing administrative support to the office to ensure continuity of daily office functions and operations.
• This position coordinates with leadership to provide administrative services in conjunction with Global Practice and business line goals and objectives.
• The Office Assistant coordinates office support services and facilities management in order to ensure organizational effectiveness and efficiency of the office.  

Roles & Responsibilities:

• Provide high level administrative support to the Office Manager, managing schedules, appointment requests and a high volume of meetings and events.
• Support the Global Practice, business line leaders and office staff with a variety of administrative and operational tasks on a daily basis.
• Support Project Managers with proposal development and project specific tasks including issuing Purchase Orders, maintaining project schedules, tracking budgets and financial information.
• Responsible for maintaining office reception area, greeting guests, and referring callers to appropriate parties.
• Plan, coordinate and facilitate on-site and off-site meetings for the office. This may include client meetings, trainings, stakeholder meetings, office management meetings, etc.
• Coordinate and manage office events and activities. 
• Oversee catering and conference room management for events; event set up and tear down.
• Assist office leadership team with calendar management, conference calls, related conference room set up, expense reports, and meeting coordination as requested.
• Coordinate travel arrangements and prepare travel itineraries.
• Prepare messaging and correspondence including emails, meeting agendas and meeting minutes.
• Responsible for gathering, compiling, verifying, proofreading, and analyzing information to prepare documents such as memos, letters, reports and power point presentations.
• Assemble and analyze information involving business plans and financial reports in PowerBI and Excel.
• Maintain seating and organizational charts in Visio.
• Monitor, review, and approve standard expenditures to ensure the activities of the office are conducted within established budgets. 
• Process office accounts payable invoices.
• Coordinate and maintain overall office appearance including the kitchenette, furniture, equipment, and supply inventory.
• Administer office access security (badging and keys).
• Support management and human resources with new hires and separations.
• Manage office correspondence, letters, packages, etc.
• Coordinate with building management on office maintenance.
• Performs other duties as assigned
• Complies with all policies and standards.

Requirements:

• High School Diploma/GED is required.
• Applicable office/clerical experience preferred.
• Looking a seasoned candidate; not entry level (at least 4 yrs relevant experience).
• Advanced knowledge in Microsoft Word, Excel, and PowerPoint required.
• Travel: 5% - Potentially driving to Los Angeles or San Diego 5% of the time. MVR/DMV must be part of the background check.
• Ability to work independently, demonstrating accuracy, reliability, and problem-solving skills.
• Excellent organization skills, attention to detail, verbal and written communication skills, and ability to handle multiple tasks.
• Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e. clients, vendors, business partners, community leaders).
• Ability to exercise discretion and confidentiality.
• Excellent organizational, prioritization and time management skills.

 
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 25.00/hr.