Administrative Assistant / Office Coordinator (On-site)

POSITION OVERVIEW

We are hiring an Administrative Assistant / Office Coordinator to support multiple departments. This role will report directly to the Executive Team. The ideal candidate for this role thrives within ambiguity and craves a fast-paced environment as we are a growing company. You pride yourself on meeting deadlines and delivering while being highly flexible and adaptable to reprioritization of tasks. You are proactive and can self-direct to get things done efficiently and quickly, reaching out when additional clarity is needed. You have extreme attention to detail and a high bar for communication and clarity in your work.

ADMIN ASSISTANT RESPONSIBILITIES

• Provides advanced, diversified, and complex administrative support duties to CEO, Faculty and Human Resources that includes managing calendars, making travel arrangements, scheduling appointments, arranging meetings and conferences, and reserving facilities.
• Strategically and proactively manage the executive’s calendar and daily schedules. This includes overseeing and vetting a high volume of meeting requests, understanding contacts and the bigger picture to make a sound judgement with calendaring decisions, discerning priorities between conflicting meetings and thoughtfully and independently navigating last minute schedule changes.
• Act as a liaison between the executives and key business partners to facilitate communication an information sharing.
• Define and manage special projects and strategic initiatives from the B-Level Executives as needed
• Manage complex calendars, schedules and coordinate team meetings, including routine meetings with senior management
• Prepares and distributes agendas, itineraries, and meeting minutes
• Prepares PowerPoint presentations for business reviews and various other meetings as required.
• Perform work tasks in variety of software tools in support of teamwork processes
• Perform miscellaneous administrative activities as assigned.

OFFICE COORDINATOR RESPONSIBILITIES

• Receive incoming mail/packages and prepare outgoing mailings.
• Keep various forms/documents in organized manner and handout to visitors and/or clients.
• Assist with special events and other institute-wide activities or industry program promotions.
• Maintain an orderly and up-to-date supply inventory.
• Manage equipment, van/vehicle, and room reservation schedules.
• Assist with/enforce the set-up and clean-up of conference/meeting rooms.
• Serves as the first point of contract for visitors to our Erwin (Woodland Hills) facility- a welcome, respectful, and authoritative receptionist
• Answer phones, take messages, and redirect calls.
• Enforce site policies, follow procedures for room reservations
• Respond to visitor's questions and concerns.
• Understand the institute, mission, and staff to provide adequate assistance to visitors and clients.
• Maintain a presentable reception and lobby area.
  

QUALIFICATIONS

• 3+ years of administrative experience
• Minimum of High School diploma or equivalent; college degree preferred.
• Strong verbal and written communication skills
• Strong organizational skills; must be detailed oriented with a high level of attention to detail and accuracy
• Able to anticipate problems and/or needs of your executive and proactively offer solutions and make recommendations
• Ability to maintain the highest level of confidentiality and discretion
• Ability to multi-task and prioritize in a deadline driven environment.
• Advanced computer skills with advanced knowledge of Microsoft Office suite including Teams, PowerPoint, Excel, Outlook, Word, and Microsoft Office Projects
• Past experience supporting multiple people and adjust support style to meet the needs of more than one executive simultaneously
• Ability to proactively anticipate needs of the executives in advance of meetings, travel, etc.

• Demonstrated commitment to the mission and vision of TIBI
• Understanding of social enterprises and nonprofits

PHYSICAL REQUIREMENTS:

• Repetitive movement of hands and fingers-typing and/or writing
• Have close visual acuity to perform an activity such as: viewing a computer terminal, extensive reading
• Occasional standing and walking
  

Please include your resume in one of the following formats: DOC, DOCX, or PDF File

Terasaki Institute is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, marital status, age, status as a protected veteran, or status as a qualified individual with disability.