Administrative Assistant - Amy Zimmerman and Associates

Job Title:Administrative/Project Assistant-Technical

Company Description

The client is a leading scientific environmental engineering consulting firm providing a broad range of technical services to both public and private sector clients.

The client has an immediate opening for an Administrative Assistant in its Irvine, CA office. The Administrative Assistant will be responsible for performing diverse administrative tasks in a fast paced, ever changing environment.

Duties and Responsibilities:

The primary function of this administrative assistant is to provide support in the development and production of client deliverables and general administrative assistance to Technical & Administrative Staff. Typical responsibilities will include but are not limited to the following:

§Formatting and QCing of client deliverables;

§Production of client deliverables, technical reports;

§Organization and maintenance of project files;

§Create spreadsheets, enter and import data into MS Word documents;

§Compose letters and routine correspondence;

§Litigation support, indexing, converting documents using OCR;

§Preparation of marketing materials;

§Database entry of project files;

§Project file purging before archival;

§Provide Reception support;

§Invoice or statement reconciliation

§Teams Meetings & conference coordination, maintenance and setup;

§Employee and/or client meeting/event planning;

§Catering coordination;

§Office Facilities-Common areas stocking and maintenance;

§Security-Building and parking access coordination & maintenance with building Property Manager;

§Availability to commute and provide support to Los Angeles Office on occasion, as needed;

§Recruiting support, candidate interview coordination;

§New employee onboarding;

§Coordinate travel arrangements; and

§Maintain Principal contacts and calendar.

Qualifications

§Minimum 5 years’ experience entry-level to senior level administrative support.

§BA/BS degree or equivalent preferred, but not required, can be substituted for years of experience

§Self-starter, quickly grasp issues, and attend to details while keeping the big picture in mind.

§Strong ability to Multi-task.

§Extremely organized and detail-oriented, knack for understanding procedures and logistics.

§Strong skills in time management, prioritizing tasks, and meeting critical deadlines.

§Professional, mature, polished.

§Excellent interpersonal and communication skills required.

Technical Skills

§Advanced Microsoft Word skills, including the use of styles.

§Proficient in Microsoft Excel, Outlook, PowerPoint.

§Proficient in Adobe Acrobat Professional.

§Compile data, prepare expense reports, design staff and office forms.

§The ability to work with calendars and resources in Outlook.

§Keen eye for detail and accuracy.

§Experienced in editing and proofreading lengthy documents with focus on format, spelling, accuracy, sentence syntax/structure, and grammar.

§Accustomed to working with technical vocabularies from a variety of fields.

§Experienced in conducting Internet web searches and research projects.

Organization & Time Management Skills

§Produce quality work even when under extreme pressure and time constraints.

§Grasp complex situations and turn them into manageable tasks.

§Accustomed to re-prioritizing, as necessary, to accommodate changing projects and assignments.

§Familiar with handling of large data and document management systems.

§Comfortable working alone and collaborating in large and small teams to produce quality work.

§Coordinate assigned work with designated project guidelines.

§Demonstrate a positive approach to job challenges.

§Excellent problem-solver, quick learner and open attitude to diverse tasks.

§Proactive in thought and action.

Communication & Support Skills

§Accustomed to collaborating with clients, the legal community, regulatory agencies, real estate entities, and others.

§Authored professional correspondence to clients and staff.

§Experienced at managing complex report preparation, multimedia presentations, and video conferencing.

§Preparation and scheduling of office activities, including travel arrangements, internal business meetings, guest and client travel and accommodations, and business appointments.

§The ability to take ownership and work independently with minimal supervision and direction.

§Ability to take instruction from multiple sources and establish priorities.

§Must be self-motivated, multi-tasked, can meet deadlines, and work with all levels of technical and administrative staff.