Administrative Assistant

Administrative Assistant
Menlo Park, CA

The ideal candidate will provide administrative and clerical supports to relieve department managers, directors or staff of administrative details. Duties include, but not limited to, coordinate messages, appointments, information to callers, file maintenance, department office suppliers and mail. They will research, comply and proof word processing assignments. They may operate automated office equipment and other duties / functional task as required within the department.

JOB DESCRIPTION

• Receive and direct visitors and clients
• General clerical duties including photocopying, fax and mailing
• Maintains electronic and hard copy filing system
• Retrieves documents from filing system
• Handles requests for information and data
• Resolves administrative problems and inquiries
• Prepares written responses to routine enquiries
• Prepares and modifies documents including correspondence, reports, drafts, memos and emails
• Schedules and coordinates meetings, appointments and travel arrangements for managers or supervisors
• Prepares agendas for meetings and prepare schedules
• Sorts and distributes incoming correspondence
• Maintains office supply inventories
• Coordinates maintenance of office equipment

MINMUM QUALIFICATIONS:

• Education: High School Diploma or GED equivalent
• Experience: 2 years of office and/or administrative work experience

KNOWLEDGE/SKILLS & ABILITIES

• Familiarity and knowledge of computer skills and relevant software (Microsoft Office applications such as Outlook, Excel, Word and PowerPoint)
• Familiarity and knowledge of operation of standard office equipment (telephone, copier, fax machine, etc.)
• Knowledge of clerical and administrative procedures and systems such as filing and record keeping
• Knowledge of principles and practices of basic office management
• Ability to demonstrate business communications skills (verbal, written, listening, reading)
• Ability to follow standard operating policies and procedures
• Ability to demonstrate information gathering and information monitoring skills
• Ability to plan and organize
• Ability to prioritize tasks
• Ability to assess and solve problems
• Attention to detail and accuracy skills
• Ability to demonstrate customer service skills
• Ability to work in a team environment