Archived listing. The details below describe a past opening.
We are looking for an Administrative Assistant to provide onsite support for a busy team in California. This is a Contract position that will serve as a central resource for day-to-day office coordination, executive support, and administrative operations. The role is ideal for someone who is experienced, organized, and comfortable managing multiple priorities in a detail-oriented, fast-moving environment.
Responsibilities:
- Manage front-desk and general office support activities, including document handling, record organization, and coordination of workplace materials and equipment.
- Prepare meeting spaces for internal gatherings and guest visits by arranging room setup, breakdown, and food service logistics as needed.
- Oversee incoming and outgoing mail and package distribution to help maintain smooth daily office operations.
- Coordinate calendars and schedule appointments for team members while supporting meeting planning and related administrative follow-through.
- Prepare and track expense documentation and assist with travel planning for project leaders and research staff.
- Provide administrative support for special assignments and ongoing departmental initiatives as business needs evolve.
- Use Microsoft Office applications such as Word, Excel, PowerPoint, and Outlook to create documents, maintain records, and manage communications.
- Work closely with leadership and staff across the office to ensure administrative needs are handled accurately and efficiently.
- Bachelor’s degree is required.
- Demonstrated experience in administrative support within an office setting that requires attention to detail.
- Strong proficiency with Microsoft Office, including Excel, Word, PowerPoint, and Outlook.
- Ability to manage scheduling and calendar coordination with a high level of accuracy.
- Excellent organizational skills with the capacity to prioritize tasks and follow through on details.
- Clear verbal and written communication skills and a detail-oriented, team-oriented approach.
- Adaptability and sound problem-solving ability in a fast-paced environment.
- Proof of vaccination is required before the interview process.