Administrative Assistant

Administrative Assistant

Brea, California, United States

Position Summary:

Carries out administrative activities such as filing, data input, letter writing, and communicating with clients regarding applications. Sends price quotations to potential clients; helps to track projects so that required deadlines are met.

Essential Functions:

• Prepare and draft professional correspondence, reports, presentations, and a variety of technical and administrative documents.
• Process evaluation reports for review and publication.
• Accurately enter, update, track, and maintain data within electronic databases and record-keeping systems, including leads and project information.
• Prepare materials for meetings; schedule, coordinate, and document meetings as required.
• Perform administrative functions, including data entry, invoicing, and coordination of monthly mailings.
• Establish, organize, maintain, retrieve, and manage electronic and physical files and records to ensure accuracy and accessibility.
• Provide administrative support to managers and technical staff on assigned projects and initiatives.
• Answer incoming telephone calls; route calls to appropriate personnel; and respond professionally to inquiries from clients and prospective clients.
• Conduct outreach or sales-related calls to potential clients, as assigned.
• Will provide backup and overflow coverage.
• Perform other duties and responsibilities as assigned or directed.

Essential Skills and Education/Experience:

• Associates degree from an accredited institution, or an equivalent combination of education and relevant experience.
• One to five years of administrative or secretarial experience; experience in an engineering or architectural environment is preferred.
• Proficiency in Microsoft Office and related business software, including word processing, spreadsheets, databases, and desktop publishing applications.
• Strong organizational skills with demonstrated attention to detail.
• Effective written, oral, and interpersonal communication skills; editing and proofreading skills may be required for some positions.
• Ability to manage files and records accurately and efficiently.
• Minimum typing speed of 65–70 words per minute.

Physical Requirements:

• Ability to sit for extended periods while working at a computer or desk
• Occasional standing, walking, and reaching to access files or office supplies
• Manual dexterity for typing, filing, and handling office equipment
• Ability to lift and carry up to 20 pounds occasionally (e.g., office supplies, documents)
• Visual acuity to read printed and digital materials
• Auditory ability to communicate effectively in person and over the phone
• May need to climb stairs in multi-level office building

Environmental Conditions:

• Indoor office/home environment
• Must be able to work in standard office environment with artificial lighting and climate control