Executive/Administrative Assistant

Position: Administrator – Office Location: Foothill Ranch, CA, Zip Code: 92610 – Duration: 12 months – Pay Rate: $36/hr – Start Date: Immediate Benefits may include health care, dental, vision, life insurance; 401(k); education assistance; paid time off including PTO, holidays, and any other paid leave required by law. Job Description General Function The Office Administrator organizes, coordinates and implements office processes and procedures to ensure organizational effectiveness and efficiency. Support print device and mail services, office and supply inventory management, conference room/AV support, and general office administration. Independent and energetic professional capable of wearing multiple hats. Major Duties and Responsibilities Print Device Deliver paper for all office equipment. First responder for print device issues and escalation to tech services if needed. Ensure proper maintenance and usage of all equipment and supplies. Mail/Shipping & Receiving Process all outgoing pre‑stamped personal USPS and business FedEx packages. Verify, sign, deliver and record all incoming/outgoing accountable mail. Sort and deliver incoming FedEx, DHL, UPS, Staples packages and all U.S. Postal Service mail. Handle "rush" pick‑up/delivery requests. Maintain and provide specialized mailing forms (e.g., Express, Registered, Certified and Insured). Daily interaction and updates with vendors to ensure procedures and work standards for the Mail Center operations are maintained. Conference Center Support Coordinate audio‑visual equipment and prepare facility for meeting (including Skype, WebEx, teleconference and VTC). Prepare coffee and set out snacks as needed. Office & Food Supply Management Establish and maintain par levels for all required basic office supplies, including water and coffee, throughout the building. Manage, maintain, clean, and organize supply stops and storage areas, including refill of coffee and water machines. Responsible for the acquisition of conference room supplies (snacks, pens, notepads, flip chart). Office Support Services Assist with special projects as needed (e.g., employee desk moves). Create and maintain office phone list and desk assignments. Track 'Customer' personnel moves. Prepare business correspondence, agendas, and presentations using Microsoft Office. Schedule, coordinate and cater ordering for meetings, events and other similar activities. General / Communication Identify, evaluate, research, and recommend solutions to office services related issues. Coordinate between departments and operating units in resolving day‑to‑day administrative issues. Assist with administrative management, directory maintenance, logistics, equipment and storage. Actively participate in Emergency Fire Warden Safety program for campus locations. Base location is Front Desk as receptionist. Basic Qualifications Bachelor's degree from an accredited institution. 3-5 years of administrative experience. Exceptional customer service skills. Excellent interpersonal and communication skills (written and verbal). Ability to handle multiple tasks, projects with competing priorities and tight deadlines. Strong organizational skills and attention to detail. Strong adaptability, flexibility and resourcefulness while maintaining a professional attitude. Must be a team player. Proficient in Microsoft Office (Word, PowerPoint, Excel). Tech savvy. Must be able to lift 50 pounds. Belcan is an equal opportunity employer. Your application and candidacy will not be considered based on race, colour, sex, religion, creed, sexual orientation, gender identity, national origin, disability, genetic information, pregnancy, veteran status or any other characteristic protected by federal, state or local laws. #J-18808-Ljbffr Empowered Cities