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Administrative Assistant - 2
Ref No.: 18-19329
Location: San Francisco, California
Provide specific departmental administrative support on a wide range of issues and projects as assigned. Answer phones, making proper referral or handling as appropriate. Prepare and process routine forms, documents and correspondence. 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 tidiness within department/storage rooms. Coordinate domestic/international travel arrangements. Type and assist in designing presentations. Organize and expedite workflow to comply with deadlines and priorities. Manage multiple calendars. Coordinate onsite/offsite meetings under supervision; assist with meeting administrative duties as needed. Interact with outside vendors. Attend to any catering needs. Compile data and information sent to various agencies. Take basic meeting minutes; needs to ask others to review or clarify terms. Handle basic project tracking: (i.e., budget, database, time lines). Serve as point of contact for information regarding areas of responsibility. Interact effectively with various levels of management. Assist with special projects as requested by supervisor. Organize and expedite workflow through department so as to comply with deadlines and priorities.

Good written and verbal communication skills. Good organizational and interpersonal skills. Able to manage tasks, prioritize and meet deadlines. Knowledge of relevant corporate and government laws and regulations impacting job function. Computer literacy (MS Office i.e. word processing, presentation, spreadsheet and database skills); knowledge of standard CA tools. Excellent phone etiquette. Discretion in dealing with proprietary information. Able to understand, follow and implement instructions. Demonstrated ability to prioritize.