Administrative Assistant

Job Functional Area
SGA - Human Resources

Overview

IVC is looking for a highly organized individual with great problem-solving skills to join our team in Irvine, CA as an Administrative Assistant. This person will report to our Executive Assistant & Administration Manager, located at our HQ in California. The Administrative Assistant will support multiple Executive team members and assist with booking their travel, managing their calendars, meeting set up and other duties as assigned. This role will also be the receptionist for the Irvine office and handle mail, vendors, guests and office supplies for the location as needed. The ideal person will be punctual, resourceful, and able to adjust to change.  

Responsibilities

  • Assist multiple Executive leaders by:
    • scheduling their calendars
    • managing meetings
    • order lunch
    • booking travel
    • helping with expenses
  • Take lead and manage office supply inventory
  • Assists in the ordering, receiving, stocking and distribution of office supplies.
  • Assist with related clerical duties such as photocopying, faxing, filing and collating
  • May also assist other departments for special projects as needed.
  • Received, sorts and forwards incoming mail. Maintains and routes publications.
  • Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
  • Greet guests
  • Any other duties as assigned.

Qualifications

  • Bachelor’s Degree
  • 3 – 5 years’ experience assisting
  • Detail oriented with strong analytical skills
  • Ability to foresee needs of others and problem solve
  • Highly organized individual with great communication skills
  • Develop interpersonal skills to work cross functionally within organization
  • Computer and Microsoft literate 

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