Job Description: Administrative Assistant/Office Administrator Location: Santa Ana, CA
Position Overview: Vaco is seeking a highly organized and proactive Administrative Assistant/Office Administrator to join our clients team. This individual will play a critical role in ensuring the smooth operation of our clients office by handling a variety of administrative and organizational tasks. The ideal candidate will be resourceful, detail-oriented, and able to multitask effectively in a fast-paced environment. Key Responsibilities:
General Office Support:
Answer and direct phone calls, take messages, and forward them to the appropriate individuals.
Manage incoming and outgoing mail, including sorting, scanning, and distributing correspondence.
Coordinate shipping and receiving needs using FedEx, USPS, and other carriers.
Office Maintenance and Inventory:
Maintain office supply inventory, including food, beverages, and stationery, ensuring replenishment as needed.
Prepare and set up the office for meetings, ensuring a professional and welcoming environment.
Event Coordination:
Provide administrative support for holiday and non-holiday events, including planning, organizing, and logistics.
Travel Coordination:
Serve as a backup for booking travel arrangements, including flights, hotels, rental cars, and train reservations.
Executive and Departmental Support:
Assist the Executive Office Manager with various tasks and projects.
Support multiple departments with administrative needs, including document preparation, scheduling, and coordination.
Qualifications:
Proven experience in an administrative or office support role.
Excellent organizational and time management skills.
Strong communication skills, both written and verbal.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
Ability to multitask and prioritize tasks effectively.
A proactive and flexible approach to work, with a strong problem-solving mindset.
Preferred Skills:
Experience with event coordination and travel booking.
Familiarity with office supply management and inventory systems.
Previous experience supporting executives or multiple departments is a plus.