Robert Half
Description Robert Half's client in Hayward is in need of a contract to permanent administrative assistant that is bilingual in English and Spanish. Administrative Assistant Duties Include: 1. Office Management and Organization
- Order and maintain office supplies and equipment.
- Organize and maintain filing systems, both physical and electronic.
- Manage office schedules and appointments.
- Ensure the office environment is clean, organized, and functional.
- Answer and direct phone calls, emails, and other correspondence.
- Screen calls, take messages, and forward information to relevant team members.
- Draft, proofread, and send official correspondence, reports, and memos.
- Handle inquiries from clients, customers, or other external parties.
- Write letters and emails on behalf of other office staff
- Provide assistance to employees and colleagues with their inquiries.
- Coordinate and schedule meetings, conferences, and appointments.
- Book and arrange travel logistics, including booking transportation and
- Prepare presentations, reports, and spreadsheets.
- Create and maintain documents such as contracts, invoices, and official records.
- Assist with document revisions, filing, and ensuring proper document storage.
- Input, update, and maintain accurate data in computer systems and databases.
- Process forms, applications, and other administrative paperwork.
- Payroll data entry.
- Handle confidential information with discretion.
- Organize logistics for meetings, conferences, and events.
- Prepare meeting agendas, take minutes, and distribute post-meeting follow-ups.
- Assist in event coordination, including catering, room setup, and materials
- Assist with budgeting, invoicing, and expense tracking.
- Handle petty cash and process expense reports.
- Support the preparation of financial reports or documents.
- Greet visitors and clients, directing them to appropriate individuals.
- Address basic customer service inquiries.
- Assist with client communications and follow-ups.
- Support other team members by managing or assisting with administrative tasks.
- Provide back-up support for other office staff when necessary.
- Train coworkers and support the onboarding of new personnel.
- Coordinate with various departments to ensure smooth workflow
- Bilingual proficiency in Spanish and English, both written and verbal.
- Expertise in data entry and record-keeping with attention to detail.
- Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
- Ability to manage multiple tasks and priorities in a fast-paced environment.
- Strong interpersonal and communication skills, both verbal and written.
- Familiarity with scheduling, travel arrangements, and calendar management.
- Experience handling confidential information with discretion and professionalism. TalentMatch®