Staff Administrative Assistant
About The Position
Haley & Aldrich is seeking a Staff Administrative Assistant 2 for its Costa Mesa, California office. This temporary, full-time position provides office administration and document support, including advanced proofreading and copy editing, document production, meeting and travel coordination, and general office management. The role supports local office needs and teams across the company, contributes to administrative group meetings and knowledge sharing, and assists with new-hire orientation and office relocation. The listed pay range is $29.00–$36.00 per hour; actual compensation depends on factors such as education, related work experience, certificates, skills, and market conditions.
Requirements
- At least 4 years of experience in a professional administrative support position.
- Advanced proficiency with Microsoft Office 365 applications, including Word, Excel, PowerPoint, and Outlook; Microsoft Teams; and Adobe Acrobat DC Pro.
- Intermediate skills or better in MS Visio and MS Project.
- Experience working with large Word documents created from templates, applying styles, and creating tables of contents.
- Outstanding proofreading and technical editing skills.
- Resourcefulness and the ability to work proactively, under pressure, and toward project deadlines.
- Excellent time management and multitasking abilities, with the capacity to prioritize tasks.
- Excellent verbal, written, and interpersonal skills.
- Current Notary Public or willingness and ability to become one.
Nice To Haves
- Consulting industry, legal, or contract experience.
- Bachelor’s degree, or equivalent combined education and experience.
- SharePoint or gINT experience.
- Experience using Microsoft Teams to schedule and host virtual meetings.
- Experience assisting staff with professional licenses.
Responsibilities
- Serve as a reliable administrative resource for the local office and support teams virtually across the company.
- Proofread and copy edit technical documents for grammar, sentence structure, punctuation, formatting, consistency, neatness, and overall quality.
- Produce and assemble large PDF documents using Adobe Acrobat DC Pro, including converting, combining, navigating, creating forms, and securing documents.
- Produce and edit spreadsheets, charts, graphs, and pivot tables.
- Provide general office management, including front desk administration, office equipment and supply maintenance, and upkeep of common areas.
- Greet visitors, answer and route main office phone calls, and handle mail and packages.
- Schedule, coordinate, and support meetings, conferences, office activities, Microsoft Teams meetings, and travel arrangements.
- Coordinate and assist with new-hire orientations and training in the local office.
- Assist with planning and carrying out the office relocation, including logistics, vendor coordination, and organizing supplies and equipment.
- Participate in monthly national Administrative group meetings, including company updates, knowledge-sharing presentations, and discussions.
Benefits
- Competitive total compensation plan and benefits package
- Career growth opportunities
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
