Job Description

We have a faced paced public company in San Carlos, CA seeking an Office Coordinator or Admin Assistant to support a wide variety of tasks.

Pay is $25/hr

This is 100% onsite and NOT a remote role.

This is NOT a Receptionist role but will have duties that include getting the mail, sorting, data entry into systems, scheduling and other admin tasks as they are assigned.

Responsibilities

• Support guest needs, e.g. on-site parking during meetings, transportation arrangements
• Coordinate conference room assignments for meetings and presentations
• Maintain and oversee office appearance and organization: conference rooms, receptionist area, supply rooms, and general office areas
• Order meals for business meetings
• Order office supplies
• Interact and follow up with building personnel, including building superintendent and janitorial service, as well as office vendors to ensure timely repair and maintenance of facilities
• Keep petty cash box for miscellaneous expenses and reconcile monthly
• Handle incoming and outgoing mail and courier deliveries, including Certified Mail, FedEx and UPS
• Provide general administrative support to the investment team
• Oversee and maintain the investment teams’ calendar; schedule meetings, appointments, calls, travel (international & domestic), and conferences; create itineraries and agendas
• Prepare expense reports for the investment team
• Assist in the preparation of materials for meetings and presentations
• Assist with other related clerical duties such as scanning, photocopying, faxing and filing documents
• Assist in organizing special events
• Reconcile credit card statement
• Draft letters, memorandums, and proofread when needed
• Provide back-up support to the Administrative Assistant

Requirements

Regular working hours

• Hours are 8-5pm Monday-Friday
• 2+ years of administrative experience
• Associate’s degree or two years of related experience; college degree strongly preferred
• Advanced proficiency in Microsoft Office Suite
• Strong ability to multi-task and adeptness at managing time
• Excellent verbal and written communication skills
• Act as the go-to person for the office
• Take initiative to improve work efficiency and the work environment
• Gmail for calendaring
• Being able to lift up to 25 pounds (loading soda and office items from Costco)

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