Executive/Administrative Assistant

This role will support print device and mail services, office and supply inventory management, conference room/AV support and general office administration. Coordinate audio-visual equipment and prepare facility for meeting (including Skype, WebEx, teleconference and VTC).

Title: Administrative Assistant
Location: 1 Icon, Foothill Ranch, CA, 92610
Compensation: $36/hr on W2
Schedule: 8 am to 5 pm Monday – Friday
Contract Length: 6 months of contract (Potential for Extension or Conversion)
Start date: 9/7/2026 

GENERAL FUNCTION:
The Office Administrator organizes, coordinates and implements office process and procedures in order to ensure organizational effectiveness and efficiency. This role will support print device and mail services, office and supply inventory management, conference room/AV support and general office administration. Energetic experienced professional who can wear multiple hats. Needs experience in handling a wide range of administrative and executive support related tasks and able to work independently. Well organized, flexible and enjoys the administrative challenges of supporting an office of diverse employees.

MAJOR DUTIES AND RESPONSIBILITIES
Print Device

Deliver paper for all office equipment
First responder for print device issues and escalation to tech services if needed
Ensure proper maintenance and usage of all equipment and supplies
Mail/Shipping & Receiving
Process all outgoing pre-stamped personal US Government Client and business FedEx packages
Verify, sign, deliver and record all incoming/outgoing Accountable Mail
Sort and deliver incoming FedEx, DHL, UPS, Staples packages and all U.S. Postal Service mail
Handle "rush" pick-up/delivery requests
Maintain and provide specialized mailing forms i.e. Express, Registered, Certified and Insured
Daily interaction and updates with vendors to ensure that procedures and work standards for the Mail Center operations are maintained

CONFERENCE CENTER SUPPORT
Coordinate audio-visual equipment and prepare facility for meeting (including Skype, WebEx, teleconference and VTC)
Prepares coffee and set out snacks as needed
OFFICE & FOOD SUPPLY MANAGEMENT
Establish and maintain par levels for all required basic office supplies, including water and coffee, throughout the building
Manage, maintain, clean, and organize Supply stops and Storage areas, including re-fill of coffee and water machines (Copier/Kitchenette)
Responsible for the acquisition of conference room supplies (snacks, pens, notepads, flip chart)

OFFICE SUPPORT SERVICES
Assist with special projects as needed e.g. employee desk moves
Create and maintain office phone list and desk assignments
Track “Customer” personnel moves
Preparing business correspondence, agendas, and presentations, using Microsoft Office
Scheduling, coordinating and catering ordering for meetings, events and other similar activities

GENERAL / COMMUNICATION
Identify, evaluate, research, and recommend solutions to office services related issues
Coordinating between departments and operating units in resolving day-to-day administrative issues
Assisting with administrative management, directory maintenance, logistics, equipment and storage
Actively participate in Emergency Fire Warden Safety program for campus locations
Base location is Front Desk as receptionist

BASIC QUALIFICATIONS
Bachelor’s Degree from accredited institution
3-5 years of administrative experience
Exceptional customer service skills
Excellent interpersonal and communication skills (written and verbal)
Ability to handle multiple tasks, projects with competing priorities and tight deadlines
Strong organizational skills and attention to detail
Strong adaptability, flexibility and resourcefulness while maintaining a professional attitude
Must be a team player
Proficient in Microsoft Office (Word, Powerpoint, Excel)
Tech Savvy
Must be able to lift 50 pounds

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