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Administrative Assistant

Company: Insperity
Location: Mission Viejo
Posted on: November 22, 2021

Job Description:

Administrative Assistant

Our client is a services company with a unique approach to providing document management solutions to the healthcare industry. They provide a completely outsourced services offering which solves the problems created by fragmented decision making across multiple departments. They bring all printing related activities and assets into a cohesive and focused print management program.

Our client's vendor management capabilities and fully outsourced offering allow hospitals to pay a single invoice at a fixed per page price, delivering significant and measurable cost savings. Their Vendor agnostic approach brings the best printer hardware, copier hardware and print related software solutions to their customers.

Our client is seeking an Administrative Assistant to be responsible formanaging corporate office operations and providing high-level administrative support to company executives by preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, accounts payable, receiving visitors, arranging conference calls and scheduling meetings.


  • Manages complex calendars for executives; assists in the prioritization of items to ensure best use of the executive's time.
  • Plans and organizes on-site and off-site meetings, presentations and events to include catering, meeting space, and audio-visual resources.
  • Providing administrative assistance, such as writing and editing emails, drafting memos and preparing communications on the executive's behalf.
  • Maintaining comprehensive and accurate corporate records, documents and reports.
  • Using various software, including word processing, spreadsheets, and presentation software to prepare reports and/or special projects.
  • Management of vendor relationships, including researching invoice discrepancies and issues..
  • Prepares expense reports and complex travel arrangements both for executives and field staff through Concur.
  • Manages and processes company-wide travel and expenses through Concur, including reviewing expense reports for compliance prior to payment.
  • Assists with special projects and supports other departments as needed.
  • Provides general administrative support to the CEO, CFO, and other senior leadership.
  • Acts as point of contact for administrative support and the CEO.
  • Acts as a Liaison with outside suppliers and vendors ensuring the corporate office is fully stocked with office supplies, equipment, and break room snacks.
  • Ability to occasionally work outside of normal business hours.
  • Performs other duties as assigned.
    • Bachelor's degree or equivalent preferred; or combination of education and work experience.
    • 3+ years of Administrative Experience
    • Intermediate to advanced computer skills demonstrating high proficiency within Microsoft Office Suite (Excel, Outlook, PowerPoint, Word) and Adobe. Experience using accounting/computer software (QuickBooks/ NetSuite) is a plus.
    • Ability to effectively take initiative, multi-task competing priorities, and remain focused/organized in a fast-paced environment with limited supervision.
    • Ability to make independent judgment, establish trust and maintain confidentiality.
    • Demonstrates the following competencies: excellent written and verbal communication skills, project management and prioritization skills, customer service skills, and people management and teamwork skills.
    • Demonstrates attention to detail with a high degree of accuracy.
      Our client values their employees' time and efforts. Their commitment to your success is enhanced by their competitive compensation and an extensive benefits package. Plus, they work to maintain the best possible environment for their employees, where people can learn and grow with the company. They strive to provide a collaborative environment where each person feels encouraged to contribute to their processes, decisions, planning and culture.

      Our client is committed to equal employment opportunity and non-discrimination for all employees and qualified applicants without regard to a person's race, color, gender, age, religion, national origin, ancestry, disability, veteran status, genetic information, sexual orientation, or any characteristic protected under applicable law.

Keywords: Insperity, Mission Viejo , Administrative Assistant, Administration, Clerical , Mission Viejo, California

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