Job Title: Administrative Assistant II
Location: San Diego, CA
Period: 07/15/2024 to 12/31/2024 – potential for extension
Hours/Week: 40 hours (Hours over 40 will be paid at Time and a Half)
Rate: $23/hour
Contract Type: W-2

Scope of Services:

The Administrative Assistant II is responsible for supporting department managers and their staffs by performing various administrative tasks, including word processing, editing existing documents, keying information into templates, and maintaining databases. Additionally, the role may involve using two or three different vendor software programs to facilitate departmental functions.

Role, Responsibilities, and Deliverables:

• Word Processing: Create and edit documents, correspondence, and reports using Microsoft Word, ensuring accuracy and adherence to established formatting guidelines.
• Database Maintenance: Maintain departmental databases by updating records, inputting new data, and performing regular quality checks to ensure data integrity.
• Administrative Support: Provide administrative support to department managers and staff, including scheduling meetings, managing calendars, and making travel arrangements.
• Vendor Software Utilization: Use two or three different vendor software programs as needed to support departmental functions, such as project management or accounting software.
• Correspondence Management: Manage incoming and outgoing correspondence, including sorting mail, drafting emails, and responding to inquiries in a timely manner.
• Office Organization: Maintain office supplies inventory, order supplies as needed, and ensure the overall tidiness and organization of the office environment.
• Meeting Coordination: Assist with scheduling and coordinating meetings, including preparing meeting agendas, booking conference rooms, and distributing meeting materials.
• Communication: Serve as a point of contact for internal and external stakeholders, providing excellent customer service and representing the department professionally in all interactions.

Experience:

• Bachelor's degree preferred but not required.
• Minimum of three years of relevant clerical experience required, preferably in an administrative support role.
• Proficiency in Microsoft Suite applications, particularly Word, Excel, and PowerPoint.
• Ability to work with moderate to minimal supervision, demonstrating self-motivation and initiative.
• Strong attention to detail and exceptional oral and written communication skills are essential for this role.
• Experience using various vendor software programs is a plus.