Administrative Assistant-35K

Location: Oakland
Posted on: November 11, 2024

Job Description:

Essential Duties and Responsibilities:

? Assemble and coordinate the production of reports, technical papers, forms, summaries, proposals and other documents of varying complexity and confidentiality prepared by, or under the supervision of the Office Manager, professional staff or Branch Manager.

? Compose material and information; type and design general correspondence, memos, charts, tables, graphs, business plans, reports and documents relating to client, project, and professional matters. Proofread copy for spelling, grammar and layout; make appropriate changes.

? Create logs, tables, graphs and databases.

? Schedule and organize complex activities such as travel, client meetings, staff meetings, conferences, catering, department and/or branch activities.

? Maintain travel itinerary of professional staff.

? Organize and prioritize large volumes of information and calls.

- Sort and distribute mail. Draft written responses or reply by phone or e-mail when necessary. Respond to regularly occurring requests for information.

- Field/answer routine and non-routine questions. Work in cooperation with other assistants to cover phones.

? Establish, develop, maintain and update client, invoice, and project filing systems. As required, maintain and update library of professional journals and magazines.

? Interact directly and act as a liaison with other departments, outside agencies, clients and staff, under the direction of manager, professional staff and other senior management.

? Index, file, and maintain project documents.

? Conduct research and compile and process a variety of information.

? Deal with printer and office equipment as needed.

? Proof billing reviews and client invoices for accuracy.

? Track budgets for projects and maintains accurate records in project-related costs and project management systems.

? Perform related administrative tasks and assist other administrative staff as needed.

We are an equal employment opportunity employer and will consider all qualified candidates without regard to disability or protected veteran status.

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