Administrative Assistant

David E. Quan Insurance Agency • Oakland, CA

9h

About The Position

Administrative Assistant Status: Non-Exempt Job Summary: The administrative assistant is the front-end hub of our fast moving office. They are the glue that holds it together ensuring everything runs efficiently and allow the professional staff to focus on their core tasks. Connects Everyone: They are the first point of contact for visitors, phone calls, emails, and video sessions acting as a switchboard to direct inquiries to the right staff member. Smooths Information Flow: They receive, process, and distribute information internally, ensuring everyone has what they need to function effectively. This can involve things like managing incoming corporate data and requests, calendars and meetings, tracking open tasks and creating reports. Maintains Operations: They handle a variety of administrative tasks that keep the office running smoothly. This could be anything from ordering office supplies to booking travel arrangements. Provides Support: They are a pillar of support for the entire office staff, assisting with tasks, problem-solving, and keeping projects on track.

Requirements

• Proven experience as an administrative assistant, virtual assistant or office admin assistant
• Knowledge of office management systems and procedures
• Proficiency in MS Office (MS Excel and MS Word, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• Working knowledge of office equipment, like printers and fax machines
• High School degree

Nice To Haves

• Additional qualification as an Administrative Assistant or Secretary will be a plus

Responsibilities

• Answer and direct phone calls, emails, and texts
• Write and distribute email, correspondence memos, letters, faxes and forms
• Data entry - scan and file incoming email and other communication; update and maintain office policies and procedures
• Maintain databases including corporate CRM and ticketing requests
• Liaison for internal and external clients
• Manage office supplies as well as vendors
• Organize and schedule appointments
• Provide general support to visitors
• Assist in ad-hoc duties

What This Job Offers

• Career Level: Entry Level
• Education Level: High school or GED