Administrative Assistant

Job Title Administrative assistant
Locations San Jose, CA
Job Availability Open
Job Status Full-time
Job Category Adminstration
Job Description We are seeking a highly organized, energetic and detail oriented Administrative Assistant in our San Jose office. 
  • Minimum of 3 years of administrative experience
  • Experience in the A/E/C industry is highly preferred
  • A.A or B.S./B.A. Degree preferred
  • Candidate must be able to multitask, prioritize incoming requests, and work with initiative without requiring close supervision
  • Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, and Avery template software. Knowledge of Quickbooks and/or Adobe Creative Suite (Photoshop, Illustrator, InDesign) is a big plus.
  • CAD experience preferred
  • Familiarity with office equipment, including printers (print/copy/scan), phones, projectors, and comb binder. Experience with large format printing is a plus.
  • Excellent interpersonal, communication and time management skills
  • Must be extremely detail-oriented, positive, proactive, enthusiastic, responsible and punctual
Primary Responsibilities
  • Front Desk duties including greeting visitors, answering the phone, etc.
  • Assist with print production projects, including plan sets, proposals, public outreach mailings, etc.
  • Route incoming mail and prepare outgoing mail and FedEx; receive and take inventory of deliveries from other vendors
  • Maintain tidiness and organization of conference room, printing stations, and break room/kitchen at all times.
  • Make sure all computers, phones, large format printers, copy machines, and fax machines are in good working order; changing toner/ink and scheduling maintenance appointments. 
  • Take ownership of clerical and administrative initiatives: hard copy and electronic filing systems, naming conventions, scanning/copying, and daily operations
  • Manage company calendar, schedule meetings and appointments, and assist with projectors and meeting room set-up/tear-down
  • Organize catering for meetings, classes, and special events
  • Other administrative tasks as needed

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