Administrative Assistant
California Center for Sustainable Energy (San Diego, California)

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Job Summary 

Performs administrative and office support activities for multiple directors. Under the general supervision of the Director of Programs (50%) and Director of Energy Efficiency and Engineering (50%), performs a variety of time-sensitive, specialized administrative and office support functions; creates and maintains specialized reports, records and files required in connection with department and program work processes; and performs related duties as assigned. Administrative Assistant should have a thorough knowledge of the terminology, procedures and practices for their functional areas, and operate with a significant degree of independence and accountability for results. Position may also provide secretarial services to a department head, other managers and/or supervisors and other staff.  

Essential Functions and responsibilities 

Work as part of a team providing a range of operational support and administrative functions for CCSE.  Support the Human Resources Director in providing a high quality of administrative service to all staff and clients/visitors. 

 

·         Meet and greet client and visitors

·         Plan and schedule meetings and appointments

·         Organize and maintain paper and electronic files and filing system

·         Answer telephones and transfer to appropriate staff member

·         Handle travel and guest arrangements

·         Manage projects; conduct research; and disseminate information by using the telephone, mail services, Web sites, and e-mail.

·         Create spreadsheets; compose correspondence; manage databases; and create presentations, reports and documents using Microsoft Office

·         Review incoming memos, submissions, and reports in order to determine their significance and to plan for their distribution.

·         Setup and coordinate meetings and conferences.

·         Prepare agendas and make arrangements for meetings of committees and executive boards.

·         Conduct research and prepare statistical reports.

·         Perform general clerical duties to include but not limited to:  photocopying, faxing, mailing and filing.

·         Other duties as assigned 

Essential Knowledge, Skills and Abilities: 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

·         Ability to act with discretion and willingness to maintain a high level of confidentiality in handling sensitive material with diplomacy, tact and professionalism; required to sign and adhere to a confidentiality agreement. 

·         Ability to respond to varied requests in a professional manner and deal effectively with differing attitudes, position of others and a variety of personalities and situations requiring tact, judgment, and poise.

·         Strong verbal, written and interpersonal communications skills including ability to listen to and interact with diverse audiences. Ability to write simple correspondence. 

·         Knowledge of office administration practices and procedures; principles and practices of sound business communication.

·         Broad base of general clerical/secretarial skills, including typing/word processing, filing, phone/office reception.

·         Advanced uses of word processing, spreadsheet, database and other standard software to create complex documents and materials requiring the interpretation and manipulation of data.

·         Experience in organizing and maintaining moderately complex filing and records systems.  Previous experience with computerized information systems desirable, and possibly required.

·         Good reading, spelling/grammar and general writing and math skills.  Some bookkeeping/accounting training or experience may be desirable.

·         Must be able to follow through on assignments and projects within required deadlines.  Ability to apply independent judgment, discretion and initiative to address problems and develop solutions

·         Ability to effectively present information in one-on-one and small group situations to applicants and other employees.

·         Ability to perform secretarial and clerical duties with speed and accuracy without immediate and constant supervision.   

Preferred Qualifications: 

·         Strong administrative skills, ability to multi-task, and detail oriented.

·         Strong organizational and planning skills with the ability to take initiative, be proactive and work with minimal supervision

·         Ability to work in a fast-paced, deadline oriented environment and prioritize multiple assignments.

·         Must be a self-starter and able to adjust to change.

·         Non-profit experience 

Education and/or Experience: 

·         High school degree or equivalent. Bachelor's Degree preferred.  At least two or more years of related training ranging from high school vocation education programs that teach office skills and typing to 1-year programs in office administration offer by business and vocational-technical school and community colleges.

·         Proven strong analytical and problem solving skills.  Ability to apply independent judgment, discretion and initiative to address problems and develop solutions.

·         Competence in understanding, interpreting, and communicating procedures, policies, information, ideas and instructions.

·         Previous experience in a fast paced, high profile environment with the proven ability to perform proficiently all office assignments.

·         Proficient in typing and good at spelling, punctuation, grammar, and oral communication.

·         Good customer service and interpersonal skills.  Must be tactful in their dealings with people.

·         Discretion, good judgment, organizational or management ability, initiative, and the ability to work independently.

·         Word processing, writing, and communication skills and extensive knowledge of software applications, such as desktop publishing, project management, spreadsheets, and database management.  

Computer and/or Technical Skills: 

·         Demonstrated high-level of abilities of various computer software programs and fluency in using standard office software packages (MS Office:  Access, Excel, Word, PowerPoint, Outlook).

·         Familiar with standard office procedures, filing, telephone techniques and operation of office equipment.