Administrative Assistant
About The Position
Allana Buick & Bers is seeking an Administrative Assistant to provide administrative support to management staff and support the Forensic team in Palo Alto, California. The role coordinates information and document flow and filing. The successful candidate can work proactively and independently while understanding company needs and following its policies. The position involves assisting with presentations and technical reports, organizing files and task-tracking spreadsheets, managing email and communications, and coordinating staff schedules, meetings, travel, and professional events. The Administrative Assistant also supports timesheet and phone-log reviews, expense reporting, budgets, proposals, and miscellaneous errands. Allana Buick & Bers, Inc. is an architectural engineering firm with more than 39 years of experience. The company specializes in building performance, including building facades, curtain walls and glazing, roofing and waterproofing, HVAC and plumbing, energy efficiency, structural engineering, and construction management. It offers opportunities for growth, learning, and advancement and describes its employee benefits program as comprehensive and competitive.
Requirements
- At least 2 years of applicable work experience in a similar role.
- Proficiency with Microsoft Office, including Word, Excel, and PowerPoint.
- Proficiency in managing comprehensive timesheets and scheduling for office and travel.
- Self-motivated and organized.
- Solid organizational skills, including multitasking and time management.
Nice To Haves
- Experience supporting upper management staff is highly encouraged.
Responsibilities
- Assist with presentations; edit and format technical reports; organize files; and track tasks on spreadsheets.
- Read and flag emails and manage overall inboxes.
- Manage information for internal and external communications, including memos, emails, inboxes, and presentations.
- Help staff organize daily schedules; set up meetings; book travel and manage airline accounts; and coordinate speaking engagements, seminars, conference attendance, and certification maintenance.
- Work with management on timesheet submissions and review phone logs.
- Complete expense reports.
- Assist with budgets and proposals.
- Run miscellaneous errands.
Benefits
- The company describes its employee benefits program as comprehensive and competitive.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
