Administrative Assistant

ADMINISTRATIVE ASSISTANT SANTA CLARA, CA CONTRACT OPPORTUNITY

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This is a temporary position for an Executive Admin. S/He will be responsible for handling travel arrangements, employee calendars, expense reporting, visitors, and other similar tasks for management.

POSITION SUMMARY: This position is responsible to perform increasingly complex administrative support activities to an individual and/or work group. This position functions with limited supervision. No instructions needed on routine work but needs detailed instructions on new lines of work or special assignments. Contacts are typically with individuals within organization and occasionally with contacts outside organization and involve obtaining or providing information requiring some explanation or interpretation.

MAJOR JOB DUTIES:

- Provide specific departmental administrative support on a wide range of increasingly complex issues and projects as assigned.
- Answer phones, making proper referral or handling as appropriate.
- Prepare reports, correspondence and forms using a wide variety of text editing software and managing features (formatting, editing, deleting, updating, etc.); create, test and implement Microsoft Word macros and templates.
- Disseminate information to appropriate parties in a timely manner; monitors and/or follows-up on appropriate items.
- Open, read, sort, prioritize and distribute incoming mail; ensure outgoing mail and packages are prepared properly and scheduled for delivery.
- Plan and organize work to ensure accurate and logical organization of files, documents and records; ensure effective control of forms; control confidentiality of files as necessary.
- Copy and/or fax documents.
- Monitor office supply inventory and order as necessary; ensure received supplies are correct and expensed appropriately; set-up and maintain department/storage rooms.
- Coordinate domestic/international travel arrangements.
- Type and select appropriate format for presentations; recommends changes in the design and layout of existing presentations and reports.
- Organize and expedite workflow to comply with deadlines and priorities.
- Manage multiple and/or complex calendars.
- Coordinate independently onsite/offsite meetings.
- Interact with outside vendors.
- Attend to any catering needs.
- Compile data and information sent to various agencies.
- Take, transcribe, and distribute meeting minutes without review or supervision.
- Handle project tracking: (ie, budget, database, time lines).
- Serve as point of contact for information regarding areas of responsibility.
- Interact effectively with various levels of senior management.
- Assist with and at times lead special projects as requested by supervisor.
- Organize and expedite workflow through department so as to comply with deadlines and priorities.
- Assist in management of group budget.
- Conduct and/or facilitate meetings.
- Provide management with status/activity reports.
- Mentor, and at times, direct Administrative Assistants.
- Participate in interviewing Administrative Assistants for department openings.
- May be responsible for, at times, providing work direction to and training of other administrative personnel.

QUALIFICATIONS:

- Associate's degree or global equivalent in a related field preferred
- 3-5 years of related experience
- Certified Professional Secretary designation preferred
- Strong written and verbal communication skills
- Strong organizational and interpersonal skills
- Ability to manage multiple tasks, prioritize and meet deadlines
- Ability to understand department specific technical information
- Ability to resolve problems with limited supervision
- Knowledge of relevant corporate and government laws and regulations impacting job function
- Advanced knowledge of computer software (Microsoft Office ie word processing, presentation, spreadsheet and database skills)
- Excellent phone etiquette
- Discretion in dealing with proprietary information
- Ability to understand, follow and implement instructions
- Demonstrated ability to prioritize
- Ability to seek outside resources as needed
- Ability to interface with high-level personnel

CompuCom, the leading IT outsourcing specialist, delivers IT your way. Our clients like working with us because they know that, with CompuCom, it's all about you. Our unique ITSM strategy blends your data center, network, voice, and end user computing environments in an innovative fashion. This radically simplifies your IT, allowing you to focus on growing your business and serving your customers. We are highly regarded by worldwide and regional organizations alike for our pragmatic approach, best practices, and highly skilled workforce. This balance provides the perfect alternative to address the evolving challenges facing you, today and in the future. More than a trusted advisor, CompuCom is your trusted doer.