Administrative Assistant III

Job Title: Administrative Assistant III
Location: Temecula, CA – 100% Onsite – Local candidates only
Period: 10/28/2024 to 10/28/2025 – Potential to convert
Hours/Week: 40 hours – Hours over 40 will be paid at Time and a Half
Rate: $25/hour
Contract Type: W-2

Scope of Services:

The Administrative Assistant III provides high-level administrative support to three or more department managers and their staffs, ensuring smooth operation across various functions within the organization. This position requires proficiency in three or more vendor software programs specific to department needs, along with advanced experience in managing office services functions, coordinating budgets, overseeing records management, and executing special projects. The role also includes preparing correspondence, creating and managing databases, managing calendars and emails, and creating reports and presentations. The ideal candidate will possess strong clerical skills, hi-level secretarial experience, and the ability to work with minimal supervision.

Role, Responsibilities, and Deliverables:

• Clerical Support: Provide comprehensive clerical support to three or more department managers, including preparing correspondence, reports, and presentations.
• Software Proficiency: Utilize proficiency in three or more vendor software programs required by the department to manage various administrative tasks.
• Office Management: Oversee office services functions, including records management, budget coordination, and supervising clerical staff.
• Calendar and Email Management: Manage calendars and emails for department managers, ensuring effective scheduling and communication.
• Meeting Coordination: Prepare agendas, coordinate meeting arrangements, take meeting minutes, and provide logistical support for meetings.
• Project Support: Assist in executing special projects and initiatives as directed by management.
• Visitor Management: Greet and direct visitors, organize team events, and manage incoming phone calls.
• Expense and Travel Coordination: Coordinate travel arrangements and manage expenses for department managers.

Experience:

• Secretarial Experience: Previous high-level secretarial experience.
• Administrative Support: Minimum of two years of relevant experience in administrative support roles.
• Office Management: Experience in managing office services functions, coordinating budgets, and overseeing records management.
• Project Management: Experience in managing projects, with graphic design skills considered highly desirable.

Skills:

• Software Proficiency: Proficiency in Microsoft Suite applications (Word, Excel, PowerPoint) and three or more vendor-specific software programs.
• Attention to Detail: Strong attention to detail and exceptional oral and written communication skills.
• Time Management: Ability to prioritize and manage multiple tasks effectively.
• Communication: Excellent communication skills, both verbal and written.
• Organizational Skills: Exceptional organizational skills to manage the needs of multiple department managers and their staffs.