Administrative Assistant

Job Type

Full-time

Description

The South Bay Workforce Investment Board, Inc. (SBWIB, Inc.) is seeking an extremely reliable, energized, and competent individual with excellent customer service skills to join our front office team as an Administrative Assistant. This position provides day-to-day administrative and clerical support within the Administrative Office, serving as a primary point of contact for visitors, staff, and callers while supporting managers and employees with essential office functions. The Administrative Assistant helps ensure that front office operations are conducted efficiently, professionally, and in an organized manner, and may provide administrative support to other SBWIB, Inc. locations as needed.

Essential Duties and Responsibilities:

Under the general supervision of the Department Manager or designee, the duties of the Administrative Assistant will be, but are not limited to, the following:

• Provide courteous, professional, and responsive customer service to visitors, staff, and callers.
• Serve as the first point of contact for clients, guests, and visitors and direct inquiries appropriately.
• Answer, screen, and route incoming calls and take accurate messages as needed.
• Draft, proofread, and distribute emails, correspondence, memos, letters, forms, and other communications.
• Maintain front office filing systems and assist with records organization and retention.
• Receive, process, and distribute incoming and outgoing mail and deliveries.
• Maintain office supply inventories and assist with ordering and vendor coordination.
• Maintain vendor, contact, and reference lists as needed.
• Assist with requisitions, purchasing requests, and basic administrative tracking.
• Coordinate basic travel arrangements as requested.
• Assist with participant background check processing and administrative follow-up.
• Liaise with executive, management, and administrative staff to support daily operations.
• Collect and review timesheets for completeness and accuracy, and coordinate corrections as needed.
• Support meetings and events by preparing materials, copying and assembling documents, setting up conference rooms, ensuring refreshments, office supplies, and meeting materials are stocked and available, restoring spaces after meetings conclude, and coordinating or picking up refreshments or supplies when delivery is unavailable or time-sensitive.
• Participate in meetings, events, and special activities as assigned.
• Perform other related administrative duties as assigned.

• High School Diploma or GED - Graduation from an accredited college or university with an Associate's Degree in any field preferred **
• At least one (1) year of experience in an administrative or customer service capacity, demonstrating a strong understanding of office/administrative procedures;
• Must have good communication skills with the ability to effectively engage individuals from diverse backgrounds and cultures;
• Must demonstrate dependability, promptness, punctuality, professionalism and patience while working effectively in a team-oriented environment;
• Working knowledge of Excel and other Microsoft Office software, including Outlook, Word, and virtual meeting platforms such as ZOOM, Teams, etc.;
• Ability to operate standard office equipment (ex: phones, printers, computers, etc.) and learn filing systems
• Must understand and be able to diligently exercise confidentiality;
• Must have good organizational skills and an eye for detail;
• Capable of diffusing disgruntled visitors and resolving conflicts in a professional manner;
• Must successfully pass background and reference clearances and adhere to all safety protocols enforced by the Company.

• Effective performance in this role requires consistent in-office presence to support employees and daily office operations. Duties may include providing direct administrative assistance to staff, supporting office coordination needs, and handling confidential information in a secure environment.
• These responsibilities are considered essential to the position and require the ability to respond promptly to staff and operational needs, exercise sound judgment, and ensure accurate administrative support. The essential functions cannot be modified, reassigned, or removed without materially altering the nature of the role. Individuals accepting this position acknowledge their ability to perform these duties as described.

• This position requires flexibility and adaptability in response to public health or safety protocols. Employees may be required to comply with safety measures mandated by the Company, City, County, State, and/or Federal authorities.
• Must be able to manage time effectively, work under pressure, and meet deadlines associated with administrative support needs and office operations.
• The role requires periods of walking, standing, and sitting at a desk for extended durations, with occasional lifting, bending, or carrying of materials (up to 20 lbs).
• Occasional local travel may be requested in support of meetings or office operations (e.g., obtaining supplies or materials when delivery is unavailable or time-sensitive). Reliable transportation, a valid California driver's license, and proof of vehicle insurance are preferred, but not required.