Administrative Assistant

Role: Administrative Assistant

Primary Responsibilities:

•Operating the reception desk and greeting visitors.

•Coordinate travel arrangements for the executive team, including booking flights, hotels, and transportation.

•Maintain and organize office common areas, ensure supplies are stocked, and support with facilities management that may include coordinating maintenance and repairs as needed.

•Schedule and organize meetings, including preparing agendas, taking minutes, and ensuring follow-up actions.

•Support with planning and executing corporate events, and coordinate lunch orders for on-site meetings and events that may include menu selection and vendor communication. 

•Receive incoming shipments, prepare outgoing shipments per executive and internal team requests, track shipments, and coordinate with carriers to arrange pickups and resolve any delivery issues. 

•Provide general administrative support to the chairmen, including but not limited to managing expenses, processing bill payments and reimbursements, organizing and filing of documents, and handling any other administrative tasks as required.

•Handle chairmen personal tasks and errands upon request.

•Answer and direct phone calls and emails to the appropriate parties.

•Maintain and update company records, including contact lists and office inventory.

•Assist with the preparation of presentations and reports.

•Handle confidential information with discretion and professionalism.

•Sort and distribute daily mail correspondences to appropriate personnel. Performing other administrative support tasks, including but not limited to filing, photocopying, office services requests, and ordering office supplies. 

•Ad-hoc support of other departments and projects.

Qualifications, Skills, and Experience:

•High school diploma or equivalent; Associate's or Bachelor's degree preferred.

•On-site work environment with occasional errands.

•Must know how to drive and possess a valid driver’s license.

•Preferably residing in or near Palos Verdes Estates ,CA.

•Proven experience as an administrative or executive assistant.

•Excellent organizational and time-management skills.

•Strong written and verbal communication skills.

•Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

•Ability to work independently and as part of a team.

•Professional demeanor and appearance.

•Ability to handle sensitive information with discretion.

•Strong attention to detail and problem-solving skills.

•Ability to multitask and prioritize tasks in a fast-paced environment.