Sr. Administrative Assistant
10 days ago
Walnut Creek
Job Description Walnut Creek client is looking for a contract to permanent Sr. Administrative Assistant. This role is 100% onsite. This role will support all administrative aspects of the Client Service Team, and jointly support the Account Engineers Team, Operations Manager, and Office Admin Team. Duties Include: • Manage incoming and outgoing correspondence with external clients, brokers, and internal stakeholders., • Handle a variety of administrative tasks in alignment with company policies and executive preferences, including but not limited to: o Complex calendar management o Event planning - all logistics from start to finish o Expense reports o Maintain files and records o Purchasing supplies o Tracking invoices and budgets o Tracking Client Service Team processes o Travel itineraries • Organize and coordinate in-person and remote meetings for the management team, Client Service Team, and office-wide events as needed., • Plans and manages all Client Service events, including but not limited to meetings, trainings, and internal and external client events and social functions., • Reserve meeting location(s), coordinate logistics such as technological needs, travel arrangements, catering, reservations, etc., • Prepare weekly, monthly, and quarterly reports for management, Client Service Team and Account Engineers., • Maintain electronic filing systems, contact databases, various tracking worksheets, etc., • Foster a collaborative and responsive work environment with management and team members., • Assist and back up the executive assistant and other administrative assistants, when needed., • Perform any additional duties requested by management. Skills: • Advanced proficiency of all Microsoft Suite (Outlook, Word, Excel, PowerPoint) and ability to learn new systems and software used for administrative support., • Meticulous attention to detail, highly organized, and strong problem-solving skills., • Strategic planning abilities with strong calendar and deadline management., • Ability to manage multiple priorities, adapt quickly to changing needs and approach every task with a steady, can-do attitude., • Excellent written and verbal communication skills., • Proven experience in event planning from concept to completion., • Strong interpersonal skills with the ability to build professional internal and external relationships., • Leadership capabilities to support and guide other administrative staff., • Trusted to handle confidential information with integrity and discretion., • Creative skills in designing visual materials and promotional content using diverse tools. If you are interested in this opportunity, submit your resume today! • At least 3 years of experience in an administrative support role, preferably at a senior level., • Proficiency in managing calendars and scheduling appointments., • Strong skills in coordinating travel and event logistics., • Advanced knowledge of Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook., • Excellent written and verbal communication skills, with the ability to draft clear and effective correspondence., • Experience handling multi-line phone systems and prioritizing calls effectively., • Ability to create newsletters, flyers, and other office materials., • Exceptional organizational skills and attention to detail.