Staff Administrative Assistant

Haley & Aldrich•Costa Mesa, CA

1d•Onsite

About The Position

Haley & Aldrich is seeking a Staff Administrative Assistant 2 to provide office administration, document editing, and other support in its Costa Mesa, California office. This temporary, full-time role supports local and company-wide needs and works with administrative colleagues and project teams. The position requires strong proofreading and copy-editing skills, attention to detail, and the ability to contribute proactively in a collaborative environment. The assistant will edit technical documents, prepare and assemble PDFs, create and edit spreadsheets and charts, and provide general office management and reception support. Additional duties include coordinating meetings and travel, supporting onboarding and training, assisting with an office relocation, and participating in national administrative group meetings. The stated hourly salary range is $29.00–$36.00. Actual compensation depends on factors including education, relevant experience, certificates, skills, and market conditions. Haley & Aldrich describes itself as a company of more than 1,000 engineers and scientists across the United States, founded in 1957. It offers career growth, competitive total compensation, and a benefits package, and is an equal opportunity employer.

Requirements

At least 4 years of experience in a professional administrative support position.
Advanced proficiency in Microsoft Office 365 applications, including Word, Excel, PowerPoint, and Outlook, as well as Microsoft Teams and Adobe Acrobat DC Pro.
Intermediate or better skills in Microsoft Visio and Microsoft Project.
Experience working with large Word documents created from templates, applying styles, and creating tables of contents.
Outstanding proofreading and technical editing skills.
Resourcefulness, initiative, and the ability to work proactively and under pressure to meet project deadlines.
Excellent time management, multitasking, and task-prioritization abilities.
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 an equivalent combination of education and experience.
SharePoint or gINT experience.
Experience scheduling and hosting virtual meetings using Microsoft Teams.
Experience assisting staff with professional licenses.

Responsibilities

Serve as a reliable resource and proactively assist wherever needed in the local office or 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 files, combining files, using navigation tools, creating forms, and securing documents.
Produce and edit spreadsheets, charts, graphs, and pivot tables.
Provide general office management, including front desk administration, maintaining equipment and supplies, and keeping common areas in order.
Greet and welcome visitors, answer and route main office phone calls, and handle mail and packages.
Schedule, coordinate, and support meetings, conferences, office activities, and Microsoft Teams meetings, and arrange travel.
Coordinate and assist with new-hire orientations and training in the local office.
Assist with planning, coordinating, and executing an office relocation, including logistics, vendors, supplies, and equipment.
Participate in monthly national Administrative group meetings, including knowledge-sharing presentations and discussions.