Administrative Assistant

Thomas Global•Irvine, CA

14h•Onsite

About The Position

The Administrative Assistant will support day-to-day office operations with a strong focus on efficiency and organization. This role provides comprehensive administrative support across office coordination, facilities, travel, and internal communications, while helping streamline administrative processes and maintain accurate records. Reporting to the VP General Manager, the position requires the ability to work independently, handle confidential information with discretion, and support a diverse team in a professional and well-organized office environment.

Requirements

Bachelor’s degree preferred.
Proven office management, administrative or assistant experience.
Excellent communication skills, both written and verbal.
Strong organizational skills and the ability to prioritize tasks.
Ability to work independently and take initiative.
Strong attention to detail and accuracy.
Proficiency in Microsoft Office suite and other relevant software.
Ability to maintain confidentiality and handle sensitive information.
Knowledge of office equipment, supplies, and procedures.

Responsibilities

Provide comprehensive administrative and office support, including scheduling meetings, managing calendars, and coordinating meeting rooms.
Act as the central point of contact for day-to-day office operations, including office setup, facilities, maintenance, equipment, and general administration.
Coordinate and book travel and accommodation arrangements, subject to CEO approval.
Manage office supplies and stationery orders within budget, responding to team requests as needed including placing equipment orders and coordinating vendor set up.
Collect and distribute mail, coordinate shipping and receiving activities, including courier services, deliveries, and basic logistics support.
Assist with administrative aspects of order placements, documentation, and internal coordination.
Provide front-of-house and customer service support, including handling enquiries and welcoming visitors.
Coordinate catering for meetings and office events, and support internal events and team activities in collaboration with HR.
Process expense reports, manage accounts including performing basic bookkeeping, data entry and analysis.
Maintain accurate filing systems and ensure the security, integrity, and confidentiality of data and information.
Handle confidential information with discretion and maintain a safe, secure, and professional work environment.
Provide general administrative support across teams as required and assist with other duties.