Office Assistant

Job Description

Job Description

We are looking for a highly organized and meticulous Office Assistant to join our team in Sacramento, California. This is a long-term contract position offering a hybrid work schedule, with in-office days on Tuesdays, Thursdays, and for monthly meetings. The ideal candidate will excel in managing administrative tasks, supporting team operations, and ensuring efficient communication across various channels.

Responsibilities :

• Coordinate and schedule workgroup calls, virtual meetings, and in-person gatherings, ensuring smooth use of technology and timely preparation of meeting materials.
• Prepare, process, and manage routine correspondence, agendas, reports, invoices, forms, and other administrative documents, maintaining accuracy and attention to detail.
• Post and update various documents on the organization's website, ensuring accessibility and compliance with internal standards.
• Provide backup support to the Senior Executive Assistant, administrative team, and Director of Operations / Human Resources as needed.
• Utilize modern office software and tools, such as Microsoft Office Suite, Adobe Acrobat, WordPress, and Zoom, to execute tasks efficiently.
• Track assignments, monitor progress, and consult with team members on next steps to maintain project momentum.
• Conduct member surveys and compile results to aid in decision-making processes.
• Maintain organized filing systems and records to ensure easy retrieval and proper documentation.
• Deliver exceptional customer service to both internal and external stakeholders through clear and precise communication.
• Assist with clerical tasks such as scanning documents, answering inbound calls, and receptionist duties to support daily operations.
• High School Diploma or G.E.D. with at least three years of progressively responsible office, customer service, or administrative experience.
• Proficiency in using modern office software applications, including Microsoft Outlook, Word, Excel, PowerPoint, Teams, Adobe Acrobat, WordPress, and Zoom.
• Strong time management skills with the ability to handle multiple projects and meet deadlines effectively.
• Exceptional attention to detail and ability to take ownership of assignments from start to finish.
• Skilled in providing excellent customer service and maintaining clear communication with diverse stakeholders.
• Familiarity with filing and recordkeeping principles to ensure organized documentation.
• Adept interpersonal skills to interact professionally with coworkers, supervisors, members, and the general public.
• Regular and predictable attendance, with the ability to adapt to a hybrid work schedule and occasional travel as needed.