Administrative Assistant

Optima Tax Relief•Santa Ana, CA

1d•$18 - $19•Onsite

About The Position

The Administrative Assistant at Optima Tax Relief, LLC's Santa Ana, California office reports directly to the Business Analyst. This role is crucial for ensuring smooth and efficient office operations and maintaining a safe and secure environment for both visitors and employees. The position requires a professional demeanor to uphold Optima's high standards, providing a positive experience through approachability and welcoming interactions while prioritizing safety. Key responsibilities also include coordinating and executing all Optima events, such as offsites, company parties, and wellness events. As part of the Office Operations team, the administrative staff is expected to consistently demonstrate positivity and champion Optima’s award-winning culture.

Requirements

High school diploma or equivalent education required
Minimum 1-year receptionist or administrative assistant experience
Excellent prioritization, organization, and multitasking skills
Ability to communicate and adjust with all levels of employee population
Ability to work with different personalities and maintain professionalism and assertiveness as needed
Strong attention to detail and collaboration skills
Ability to exercise diplomacy and maintain confidentiality of sensitive information
Ability to work M-F schedule with steady hours ranging from 7AM-6PM with the ability to be flexible within those time frames as needed
Basic experience with Google Suite and Microsoft Office Applications
Strong interpersonal, written and verbal communication skills
Strong work ethic and commitment to excellence
Mandatory presence for and completion of all essential/initial training onsite for up to 5 business days (unless prior management approval is provided)

Nice To Haves

Event planning experience

Responsibilities

Answering and directing incoming calls
Greeting visitors and vendors
Signing for delivered packages
Welcome vendors, clients, team members, and other Company visitors
Communicate frequently with all levels of management, verbally and in writing
Assist with event planning and implementation, as well as attend and set up company events including offsites
Draft and maintain detailed records of various Office Operations purchasing orders and invoices
Communicate and maintain relationships with various event and facilities vendors
Stock, organize, and clean employee break rooms and common areas
Assist in managing and responding to staff requests for office supplies
Monitor and replenish inventory
Run errands relating to the implementation of Optima events and/or for Optima Executives
Respond to conference room requests and schedule conference rooms according to staff need and availability
Perform general clerical duties such as word processing, calendar/planner management, filing documents, photocopying, faxing, and mailing
Other duties as assigned