Office Administrative Assistant

Job Title: OFFICE ADMINISTRATIVE ASSISTANT

EXEMPT: NO

LOCATION: SANTA ANA

DIVISION: HOURS: 8:00am – 5:00pm

REPORTS TO: HR Manager

DAYS: Monday - Friday

Summary: This position is responsible for the professional and efficient management of telephone calls and messages, as well as a variety of administrative duties that support HR management and office staff. Provide information regarding the company to clients and public.

Essential duties and responsibilities include the following:

• Provide advanced assistance to departments by performing various administrative support functions, including but not limited to, analytical and specialized administrative duties to ensure efficient office operations.
• Operate telephone switchboard to answer, screen and forward calls, providing information, taking messages and service calls. Keeping voicemail directories updated and properly recorded.
• Greet persons entering the establishment, determine the nature of the purpose of the visit, and direct them to the specific destination.
• Network through industry contacts, community centers, EDD, colleges, trade groups, social media, and employees.
• Review applicants to evaluate if they meet the position requirements and participate in recruiting events.
• Research, compile, summarize, and analyze information to formulate correspondence and respond to various inquiries from internal and external customers. Utilize company personnel at all organizational levels to gather information to prepare reports.
• Screen mail and callers, respond to and route inquiries to appropriate personnel as necessary; determine the importance and priority of various issues and determine what major issues should be brought to the attention of the department head and/or department members.
• Tracks office supply inventory and approves supply orders.
• Serves as the go-to for office inquiries and conflicts.
• Handle confidential, sensitive, and/or critical information, files, records, and reports.
• Actively promote and ensure clear communication within the department and facilitate inter- departmental communication.
• Provide timely and efficient administrative support and special projects to all departments, including the review, research, summarization, or analysis of information.
• May be required to perform other related duties in HR as required and/or assigned.

Minimum Requirements: 

• Excellent written and oral communication skills
• Ability to interface effectively within all levels of the organization
• Thorough knowledge of corporate operations and product line
• Demonstrated judgment, tact and diplomacy in dealing with internal and external customers
• Initiative and organization skills
• Self- motivated, enthusiastic, with a positive attitude
• Ability to perform as a team player
• Experience working with senior level management
• Demonstrated exceptional computer skills and software application proficiency
• Demonstrated ability to read difficult instructions and maintain written records.
• Ability to multi-task
• Bilingual (English & Spanish) a plus.

Minimum Education Requirements / Certification

•  Minimum of 4 years or related experience in administrative preferred, or a combination of experience and education