Administrative Assistant in Orange, CA at Volt

Date Posted: 1/28/2020

Job Snapshot

Job Description


Provides direct administrative support to Shared Services Executives and the Shared Services Project Management Organization. Supports the day-to-day operation of multiple departments by managing building maintenance, vendors, procurement, and stocking of materials and supplies. Follows directions and accomplishes tasks with minimal supervision. Escalates issues as appropriate.

Essential Duties and Responsibilities:

  • Support Executives and PMO management in the execution and completion of immediate work priorities.
  • Maintain confidentiality in all aspects of company information.
  • Set up and coordinate events, meetings and conferences including materials preparation & technical support.
  • Research and coordinate travel arrangements and processes expenses.
  • Coordinate building and office equipment maintenance.
  • Procure and maintain supplies & equipment.
  • Research information (manually and on the Internet) and analyze information skillfully to perform duties and support projects.
  • Compile data, organize data, and report it.
  • Prepare and present business information in graphic or statistical formats.
  • Prepare budgetary and other business forms and reports.
  • Prepare and maintain physical and electronic files and libraries.
  • Perform general clerical duties to include, but not limited to, bookkeeping, copying, faxing, mailing, and filing.
  • Attend and summarize meetings.
  • Coordinate with other company departments as required to insure timely processing of workload and meeting established deadlines.
  • Communicate with supervisor verbally on regular basis regarding workload and other department issues.
  • Maintain close visibility of workload priorities, schedules and projects; track deliverables.
  • Prepare as required written summaries of the status of workload, project and other priorities.
  • Adhere to and ensure compliance with company policy and procedure in performing job duties.



Additional Duties and Responsibilities:

  • Perform special assignments/complete projects as needed.



Position Qualifications: Any combination of education and experience providing the required skills and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:

  • Associate Degree preferred. An equivalent combination of education and experience may be considered.
  • 5-7 years of experience preferred.



Knowledge & Skills:

  • Above average expertise in computing systems including: Microsoft Outlook, Excel, Visio, Access, PowerPoint, Project, Word, SharePoint, Skype, Org Charting tools, Adobe Acrobat, PeopleSoft, and multiple cellphone platforms.
  • Ability to operate standard office equipment, including but not limited to, computers, telephone systems, calculators, copiers, facsimile machines and video conferencing systems.
  • Effectively communicate in writing.
  • Effectively communicate verbally with internal staff.
  • Knowledge of principles and practices of organization, planning, records management and general administration.
  • Simultaneously handle multiple competing demands and tasks.
  • Ability to follow oral and written instructions.
  • Ability to be flexible and deal with frequent change, delays or unexpected events.
  • Ability to identify, appropriately communicate and elevate issues to management.
  • Ability to work well either alone or part of a team.
  • Ability to follow policies, procedures, and legal requirements.

Job Requirements

Knowledge & Skills: Above average expertise in computing systems including: Microsoft Outlook, Excel, Visio, Access, PowerPoint, Project, Word, SharePoint, Skype, Org Charting tools, Adobe Acrobat, PeopleSoft, and multiple cellphone platforms. Ability to operate standard office equipment, including but not limited to, computers, telephone systems, calculators, copiers, facsimile machines and video conferencing systems. Effectively communicate in writing. Effectively communicate verbally with internal staff. Knowledge of principles and practices of organization, planning, records management and general administration. Simultaneously handle multiple competing demands and tasks. Ability to follow oral and written instructions. Ability to be flexible and deal with frequent change, delays or unexpected events. Ability to identify, appropriately communicate and elevate issues to management. Ability to work well either alone or part of a team. Ability to follow policies, procedures, and legal requirements.