Administrative Assistant

Administrative Assistant

Brea, California, United States

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