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Administrative Assistant in Torrey Pines at Vaco

Date Posted: 10/11/2018

Job Snapshot

Job Description

Administrative Assistant/Receptionist


Responsible for providing front desk reception duties as well as administrative support for multiple departments.

  • Responsible for providing customer service to our customers, visitors and our staff.
  • Coordinate, assist in planning, prepare agenda and monitor meetings; maintain and update Outlook Calendar and calendars for conference rooms.
  • Answer all incoming calls in a professional manner, determine purpose, and forward appropriately.
  • Responsible for incoming/outgoing mail and deliveries
  • Send out faxes and retrieve faxes and distribute
  • Research, compile, and summarize information to formulate correspondence and respond to various inquiries from internal and external customers.
  • Manage all office equipment, including fax machine, copier, printer toner, postage meter and automated phone system.
  • Travel arrangements using approved corporate vendors.
  • Assist with legal department support including signature coordination, sending and receiving documents, and filing legal documents.
  • Order office supplies from Costco, monitor and stock items in kitchen, coordinate birthday celebrations or other company events and related activities.
  • Manage multiple administrative projects including: communicate company-wide messages; registering employees for conferences; maintaining company phone, photo, and birthday directories; conducting general errands as needed for company events or shipments; ordering business cards for employees;
  • Process expense reports in Concur


  • Bachelor's degree preferred
  • 2+ years of experience providing administrative support
  • Ability to speak effectively and communicate to visitors in a professional manner.
  • Strong administrative and interpersonal skills, must enjoy working with people.
  • Team player and customer service oriented
  • Detail oriented and experience prioritizing and organizing multiple tasks simultaneously
  • Intermediate experience with Microsoft Outlook; high volume of scheduling and managing multiple calendars