Office Assistant

Job Type:

• Full-time
• Pay: $25.00 - $35.00 per hour
• Expected hours: 40 per week

Schedule:

• 8 hour shift (Day shift, 9 to 5)
• Monday to Friday

Work Location:

• Alhambra, CA 91803 (In person)

Job Summary
We are seeking an Office Assistant to offer critical administrative support to our management team. The ideal candidate should be highly organized, attentive to details, and possess strong communication skills. Large parts of the work will involve distilling and simplifying complex information to aid swift and thorough decision-making.

Additionally, your duties will include managing the management team's schedule, supervising ongoing office projects, coordinating communications across different functions, and providing exceptional customer service with a commitment to confidentiality and discretion.

Key Responsibilities

• Data Processing and visualization: Analyze data and create visual reports to facilitate decision making.
• Assist with marketing content creation (mainly in writing format).
• Conduct research on competitors, industry trends, potential partners, and funding opportunities to provide insights for executive decision-making.
• Maintain records and documentation for the company, including lab permits and scanned documents.
• Communicate with vendors to obtain quotes, manage relationships, and oversee office procedures to ensure efficient operations, including managing office supplies and equipment.
• Prepare and edit correspondence, reports, presentations, and other documents; maintain internal databases; and generate regular reports for management.
• Organize and facilitate meetings by preparing agendas, taking minutes, and following up on action items.
• Perform routine office tasks such as filing, copying, mailing, scanning documents, and support the company’s ERP system through data entry, reporting, and troubleshooting issues.
• Assist in managing special projects and initiatives as directed by the management team.

Qualifications and Skills

• Bachelor's degree or equivalent experience.
• 3+ years of experience as an Executive Assistant or in a similar role.
• Strong proficiency in data analysis tools and visualization software (e.g., PowerBI, Excel, Tableau).
• Excellent organizational and time management skills with the ability to prioritize tasks effectively.
• Outstanding written and verbal communication skills.
• Proficiency in Microsoft Office Suite; ability to learn new software quickly.
• Knowledge of the tech and semiconductor industries is preferred; familiarity with ERP systems is a plus.
• Understanding of accounting.
• Ability to maintain confidentiality and exercise discretion.
• Proactive problem-solving skills with a positive attitude.

Our Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance
• Company-wide Recreation

If you are a highly organized, detail-oriented individual with strong communication and problem-solving skills who aligns with our values of teamwork and innovation, we encourage you to apply for this exciting opportunity to contribute to the growth and success of HieFo.
 

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