Administrative Specialist

Join a collaborative team that’s working directly with our business and shared services leaders to enhance our processes to widen and strengthen the support to our internal clients while providing development opportunities for staff to grow.
We have an exciting opportunity for a full time Office Administrator to manage the administrative functions of the Irvine office. We are looking for someone who has experience and familiarity with the day-to-day office functions and is passionate about supporting others while making meaningful contributions to our internal clients.

Detailed Description:

• Collaborate and work closely with the Irvine Local Leader and Regional Administrative Leader to maintain office organization, efficiencies, and connecting with staff. Responsibilities will include but not limited to: overall office logistics, schedule/develop/support meetings (local and national), and identify creative activities to engage staff and ensure high office morale along with supporting local efforts around Diversity and Inclusion. Lead and support office events (i.e., virtual coffee chats, office lunches, all hands meetings, and other employee events) throughout the year to engage the office.
• Provide administrative support and assistance to all staff for a variety of office functions and operations. This includes front desk management (greet clients, vendors, guests, and staff), office supplies/equipment management/maintenance, mail/courier service, coordinate cleaning and repair services, work with corporate administration and facilities, travel arrangements, and prepare written communications (office-wide emails, MS Teams Postings, Small group coordination efforts).
• Correspondence/Client Deliverables. Coordinate and assist with formatting of Tech Memo’s, Reports, Letters, Scopes of Work and Design Specifications. Proofread reports, records, and other data for accuracy
• Office Facility Management. Communicate facility needs and issues to appropriate staff. Maintain site for health and safety, and visitors.
• Problem solve/troubleshoot. Inform managers of important information, decisions, and deadlines and anticipate and manage related necessary organizational adjustments, preparing managers to successfully plan and execute their tasks and initiatives.
• Onboard New Hires. Work with supervisors and office personnel (local, and regional) to develop onboarding plans and conduct new hire orientations.
• Serve as a liaison between corporate IT department and local employees, including new employee equipment set-up and office equipment support.
• Health and Safety. Lead and collaborate with local and national health and safety team on annual emergency action plan, annual fire/evacuation drills, employee ergonomic assistance, PPE orders and other health and safety related items.

Desired Skills and Experience:

• Collaborative, team oriented with the ability to multi-task and prioritize workload.
• Proficient in MS Office suite (Excel, Word, PowerPoint, Outlook, Teams) knowledge with Bluebeam and; proficiency with Internet applications. Familiarity with formatting documents and working in templates is a plus.
• Strong management skills; well-organized and detail-oriented.
• Empathy for others with the ability to develop and maintain client relationships both internal and external (in person and virtually).
• Excellent written and verbal communication skills. Experience in tech editing, proofreading, formatting or writing experience is a plus.
• Capable and able to use sound judgement and obtain accessible financial and other resources intelligently and efficiently.
• Ability to be resourceful in researching issues, solving problems, and offering creative solutions.
• Minimum 5-years of experience providing administrative functions and duties.
• Good driving record and valid driver’s license required.

 

Salary Range: The anticipated starting pay range for this position is based on the employee’s primary work location and may be more or less depending upon skills, experience, and education.  This role is a hybrid role. These ranges may be modified in the future.

Location B:

Hourly $29.30- 40.90

You can view which BC location applies to you here. If you have any questions, please speak with your Recruiter.

Benefits and Other Compensation:  We provide a comprehensive benefits package that promotes employee health, performance, and success which includes medical, dental, vision, short and long-term disability, life insurance, an employee assistance program, paid time off and parental leave, paid holidays, 401(k) retirement savings plan with employer match, performan