Administrative Manager

Awesome client in Santa Ana seeking an Administrative Manager to join their team! Immediate direct hire opportunity!

• Professional and discreet
• High competency in problem-solving
• Takes initiative and follows-through to completion
• Detail-oriented and committed to excellence (not perfection)
• Supports CEO
• Excellent in writing board meeting notes
• Manages contacts, filing system, calendar

Position Overview

• Perform key administrative, operational and communication duties
• Assist other team members planning business and social events from beginning to end, to include researching, interviewing, selecting vendors, ordering, scheduling, etc.
• Individual should be comfortable working unsupervised and in small teams
• May have supervisory responsibilities

Essential Duties

Corporate Administration
• Responsible for creation and timely filing corporate documents for Company and its various entities/affiliates.
• Assist with scheduling and coordinating meetings, compiling materials, recording and distributing minutes, and tracking follow-up items from Board, Executive Committee, CEO, CFO and working group meetings as necessary.
• Maintain organization of electronic and hard copy files
• Ensure that the file organization of standard operating procedures remain up to date, relevant and in-use.
• Manage office space ensuring supply levels are adequate and that the office environment is as productive as possible.
• Responsible for the development and maintenance of Company’s Corporate Emergency Management Plan and ensure all staff are properly trained.
Asset Management
• Perform other duties as outlined in the Asset Management Plan.
Event Planning and Meeting Organization
• Manage event and meeting invitations and RSVPs.
• Assist team members to ensure proper venue reservation for all events and meetings and manage relationship with vendors used for events.
• Prepare logistical aspects of meetings including preparations for food, water, document printouts such as agendas and reports, and any IT preparations such as PowerPoint or audio capability.
• Maintain essential expenditure information related to events and meetings.
Marketing & Communications
• Coordinate, create and distribute Company's quarterly e-newsletter.
• Manage Company’s website including editing content to keep current.
• Ensure that proper use of Company’s brand is maintained in all communication materials.
• Manage social media content and campaigns

Education

• Preferred Bachelor Degree and/or equivalent professional experience
Experience and Skills
• Proficiency with computers including Microsoft Word, PowerPoint, Excel and Dropbox
• Strong writing, editing and proofreading skills
• Experience in project or event coordination
• Successful experience in planning, organizing, prioritizing and self-management
• Ability to work with minimal supervision
Attitude
• Willingness to take ownership for a wide range of responsibilities
• A quick study; flexible
• Highly organized, detail oriented, professionally mature.
• Self-motivated (can take direction, but can work independently)
• Ability to read, analyze and interpret technical procedures and government regulations
• Abilities of tact, discretion, persuasion and negotiation
• Ability to work effectively in a fast paced dynamic work environment