We are seeking a highly organized and professional Administrative Assistant to manage the front desk of our corporate office and provide essential administrative support to our executive team. As the first point of contact for visitors, you will create a welcoming and efficient environment, ensuring smooth day-to-day operations.
Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions listed below.
Serves as the primary administrative support personnel to executives, staff and/or departments located at their respective buildingMaintains neat appearance of reception, office, meeting and break room areas, ordering office and break room supplies from vendors as requestedWelcomes guests meeting visitors and vendors, following ACA’s Physical Security Policies. Takes visitors to the respective departments for meeting and appointmentsPrepares expense reports in Workday, as needed, for processing by Accounts Payable Arranges and coordinates meetings, both in-office and offsite, while managing varying participant sizes, including maintaining the meeting calendars and ensuring that all necessary materials are availableManages and maintains schedules, appointments and travel arrangements for executives and staff, as requestedArranges catering orders for department meals/meetings/eventsPrepares and edits drafts of correspondence, communications, presentations and other documents in advance of meetings, disseminating, as requestedDevelops and maintains filing systems, as neededCoordinates building maintenance issues with Facilities Manager, as neededContributes to company programs and initiativesOther tasks as assignedQualifications
1+ years of experience in an administrative assistant roleHigh School diplomaProficient in Microsoft Office (Excel, Word, Outlook) and eager to learn new softwarePositive, high-energy, and assertiveStrong prioritization, organizational, and planning skillsExcellent verbal, written, and customer service skillsDemonstrates urgency with critical thinking and problem-solving abilitiesMaintains confidentiality, attentive to detail, and flexible under pressureSupervisory Responsibility
This position has no supervisory responsibilities.
Work Environment and Physical Demands
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Position Type/Expected Hours of Work
This is a full-time position with a work schedule of Monday-Friday with some schedule variations as needed.
Travel
No travel is expected for this position.
EEO Statement
ACA provides equal employment opportunities (EEO) to all applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. ACA complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities.
California Privacy Notice
"As an employer of California residents, we are dedicated to protecting your privacy rights. Any personal information you provide during the application process will be used solely for permitted internal purposes and will be handled in accordance with applicable privacy laws. By applying to this position, you consent to the collection, use, and disclosure of your personal information as described in our Employee Privacy Notice."
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
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