Swoon's Utility Client is in need of a an Administrative Assistant / Project Coordinator for a 6 month hybrid contract.
6 month contract (to start, extension and conversion are possible.
Hybrid, onsite in Oakland (as needed by director).
TOP THINGS LOOKING FOR :
- Relevant Experience : Admin support, project mgmt.
- Technical skills : Software proficiency – e.g., Microsoft Suite
- Organizational Skills : Time management (prioritize tasks), project management (evidence of managing multiple tasks or projects simultaneously and meeting deadlines)
Calendaring, Scheduling & Meeting Logistics :
Manage and prioritize calendar for Sr. Director and Director.Arrange ongoing / recurring as well as ad hoc meetings and conference calls.Schedule conference rooms and set up audio visual tools.Coordinate and ensure meeting logistics are in place.Greet and escort external parties to scheduled meetings.Coordinate Travel & Events :
Handle all travel-related aspects for individuals and groups.Arrange conference facilities, catering.Manage logistics for travel, group, and events arrangements.Audit / monitor for adherence to corporate travel guidelines.Office Supplies & Equipment Ordering :
Order and maintain an inventory of items required.Order new equipment or schedule, service / maintenance.Prepare Invoices, Purchase Orders, Expense Reports :
Assist with processing of invoices, purchase orders / requisitions, and expense reports.Manage commercial card usage and reconciliation of statements.HR, Safety, Compliance Training, Building & Asset Related Tasks :
Handle HR-related administrative tasks including time reporting, pay planning, performance management, organization change requests (OCRs), personnel change requests (PCRs), pay change requests, rewards and recognition forms, organization chart updates, emergency lists.Order LAN ID and assets for new hires.Monitor & track staff participation in required training, reading or action including safety and compliance.Complete building services requests.Handle all aspects of new employee on-boarding.Create Presentations :
Create, assemble, modify, proofread presentations, spreadsheets, reports.
