Job Description

Job Description

Job Description

Purpose of Position: Serve as a full-time Office Coordinator & Executive Assistant (OCEA) in the front office, answering phones, greeting guests, and being the first point-of-contact for all incoming and outgoing communication to the office. Provide administrative assistance and support to the Principal required to maintain daily operations of a non-technical nature.

 
Office Coordination Typical Duties, approximately 70% of time:

1. Serve as first point-of-contact for the front office, providing a polished and professional impression for employees and guests.
2. Answer phones, sometimes in periods of high traffic and volume. Greet visitors and inform the staff of visitors’ arrival.
3. Maintaining correspondence using company format and standards (i.e., punch lists, work authorizations, meeting reports, memos, transmittals, etc.), as directed by senior staff or management personnel.
4. Preparation of spreadsheets, graph charts and general documentation from redlined documents prepared by Senior Staff or management
5. Proficient in the following software: Microsoft Word, Excel, Project, PowerPoint, Outlook, and Internet applications, etc.
6. Responsible for filing of all documents categorized by project as directed by Senior Staff or management on a timely basis.
7. Coordinate and set up meetings (in person or virtual), prepare rooms and parking for visitors. Room set up (i.e. food, beverage, writing tables, whiteboards)
8. Responsible for acting as receptionist and telephone switchboard operator.
9. Responsible for faxing, emailing, messengering, and mailing correspondence.
10. Responsible for sending out overnight and courier requests via the appropriate vendors (i.e., FedEx or messenger service), including follow-up on delivery status.
11. Liaise and coordinate with vendors as needed.

1. Responsible for keeping the reception area, conference room, supply cabinets and office area always organized and stocked of mailing accessories.
2. Responsible for maintaining marketing materials in the reception area.
3. Overall cleanliness of the office, including the pantry areas.
4. May occasionally be called upon to:
   a. Prepare transmittals, brochures, or other marketing materials.

b. Perform tasks related to procurement or maintenance of the building.

1. Contribute to company event planning.

Executive Administrative Assistance, approximately 30% of time:

1. 1. 1. Provide scheduling assistance for the Principal.
      2. Manage email traffic for the Principal.
      3. Respond to emails on behalf of the Principal as needed.
      4. Creating and maintaining a daily “hot items” list for the Principal, check in with Principal 1-2 times per day.
      5. Prepare, proof, and maintain correspondence using WA format and standards (i.e., work authorizations, meeting reports, memos, agendas, transmittals, etc.), as needed by the Principal.
      6. Sit in on internal team meetings with principal, follow up on behalf of the Principal.
      7. Maintain recruiting files and applicant log.
      8. Schedule and confirm phone and in-person interviews.
      9. Track new employees in the introductory period, schedule 90-day reviews.
      10.   Track and schedule the annual performance evaluation process and the 90-day review process.
      11. As needed, support Principal-led and marketing team initiatives as well as maintain marketing lists and coordinate social media roll-out.

Qualifications/Experience Required: A minimum of three years of similar administrative support/operations support experience. A high degree of discretion and professionalism. Friendly, upbeat, can-do, service oriented. Subscribes to the notion that “no job is too big or too small”. Customer service experience is a plus. 

Local, Los Angeles candidates only. This is an onsite position at our office in Los Angeles. No remote candidates please.

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Job Tags

Full time, Work at office, Local area, Remote work, Night shift,

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