Administrative Assistant - Livermore, CA

Have strong administrative skills? Great at writing? Love Cars? We've got a unique role for the right candidate!

RESPONSIBILITIES

The responsibilities of the Administrative Assistant are in support of organizational leaders as follows:

• Use various software applications for word processing, data entry, composing, preparing correspondence and travel documents, briefings, reports and graphic presentations.
• Prepare letters, memos, reports, briefings and graphic presentations as required in proper correspondence format based upon staff input and approved Correspondence Guidelines and, in some cases, prepare the first draft. Handling maintenance in accordance with correspondence guidelines.
• Review documents for managers and staff for coordination or concurrence, and for accuracy and conformance with style, format, or procedural requirements and guidelines.
• Track, file, scan, and enter official records and capture all assigned incoming and outgoing correspondence into MIS.
• Receive visitors, screen calls and refer inquiries to the appropriate person.
• Establish and/or maintain office files and databases, including electronic data files consistent with standard file storage/structure methodologies and policies and procedures.
• Support the management of office filing and record systems.
• Provide assistance in preparing meetings or conferences and setting up telephone conferences. Coordinate conference room reservations, arrangements and setups.
• Develop and maintain administrative database systems such as contact lists and shared calendars.
• Responsible for calendar management.
• Responsible for fax receipt/distribution.
• Prepare shipping documents and deliver packages to drop point for pick-up and delivery.
• Operate passenger vehicles for the purpose of carrying out the requirements of this contract as needed. Maintain vehicle records, i.e. gas & carwash receipts, maintenance records, etc., per approved Records Management schedules.
• Other administrative duties as assigned.

REQUIREMENTS

• 3-5 years progressive administrative experience
• Strong correspondence skills
• Keen attention to detail
• Knowledge of Vehicle Handling (e.g. Dealerships, Car Rental Companies)
• Government Clearance preferred
• Must have Class “C” Driver’s License