Administrative Assistant

Administrative Assistant
San Mateo, CA - Hybrid

Role Overview:

The Administrative Assistant will work with the Operations team and report directly to Director of Administration to enhance internal operations and become one of the main staff points for day-to-day operations. This role requires working closely with outsourced business vendors and overseeing a wide range of various administrative responsibilities as it relates to financial, systems and compliance matters. Additionally, the Administrative Assistant will work cross-divisionally to provide administrative assistance, help improve internal systems to and support each staff member as needed.

This role is ideal for entry-level candidates seeking to gain a comprehensive understanding of business operations, eager to grow professionally, and interested in the intersection of philanthropy, tech, healthcare, and lifestyle brands.

Key Responsibilities

? Support the Director of Administration on various special projects such as updating project management systems and building new internal operational processes

? Organize and track financial records including company expenses, invoices, reimbursements

? Work closely with outsourced financial services to ensure necessary documentation is provided for the annual audit

? Coordinate between state government offices and vendors on various matters such as with state tax account offices and the company's payroll specialists on payroll tax accounts

? Provide assistance in updating and filing legal documents such as annual state charity renewals

? Oversee administrative responsibilities such as managing public inquiries inbox, receiving and sort company mail, managing the office phone, organizing and updating company records and documents

? Provide extra assistance as needed on a wide range of project initiatives

Desired Qualifications

? Bachelor's degree or equivalent experience in administrative or accounting work

? Tech Savvy - Google Workspace a must

? Accounting background is a plus

? Familiarity with QuickBooks a plus

? Can handle a wide range of administrative related tasks

? Self-starter who is able to work independently

? Well organized, flexible and enjoys the challenges of supporting a fast-paced work environment

? Excellent time management skills and ability to multitask and prioritize work

? Must be able to work in-person

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