Administrative Assistant

Job Description

Job Description

We are looking for an organized Administrative Assistant to support daily office operations in Salinas, California. This contract opportunity has the potential to become permanent and is ideal for someone who is confident managing executive-level administrative work, coordinating schedules, and keeping records, reports, and communications accurate and up to date. The person in this role will work closely with department leadership, serve as a reliable point of contact for staff and the public, and help keep priorities moving efficiently in a fast-paced environment.

Responsibilities:
• Provide high-level administrative support to department leadership by preparing correspondence, managing documents, and maintaining organized records and data systems.
• Coordinate office procedures and help ensure day-to-day administrative activities are completed accurately and on schedule.
• Respond to inquiries from employees, departments, and the public by supplying timely information and directing requests appropriately.
• Create meeting agendas, capture and distribute meeting notes, and support follow-up on action items.
• Manage calendars, schedule appointments, and arrange meetings and travel based on departmental needs.
• Prepare reports, summaries, and statistical information for administrative review and decision-making.
• Maintain filing systems, attendance records, purchasing documentation, invoices, and other departmental administrative files.
• Assist with budget-related tracking, purchase requisitions, and payroll or timekeeping documentation as needed.
• Operate and support standard office equipment such as computers, copiers, scanners, and related tools, resolving minor issues when possible.
• Help sustain office operations during leadership absences and complete special assignments or projects requested by the supervisor.• At least 3 years of administrative support experience, with 4 years preferred.
• Demonstrated ability to manage multiple priorities, maintain accuracy, and meet deadlines in an office setting.
• Proficiency with Microsoft Excel, including intermediate formulas, as well as Google Workspace applications.
• Experience with data entry, phone support, general office coordination, and front-desk or receptionist responsibilities.
• Strong written communication skills with the ability to draft clear memos, reports, and well-structured correspondence.
• Ability to prepare meeting materials, maintain calendars, and keep files and records well organized.
• Comfortable working independently while also supporting team and leadership needs in a collaborative environment.