We are seeking a highly organized and professional Administrative Assistant to manage the front desk of our corporate office and provide essential administrative support to our executive team. As the first point of contact for visitors, you will create a welcoming and efficient environment, ensuring smooth day-to-day operations. 

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions listed below.

• Serves as the primary administrative support personnel to executives, staff and/or departments located at their respective building
• Maintains neat appearance of reception, office, meeting and break room areas, ordering office and break room supplies from vendors as requested
• Welcomes guests meeting visitors and vendors, following ACA’s Physical Security Policies. Takes visitors to the respective departments for meeting and appointments
• Prepares expense reports in Workday, as needed, for processing by Accounts Payable
• Arranges and coordinates meetings, both in-office and offsite, while managing varying participant sizes, including maintaining the meeting calendars and ensuring that all necessary materials are available
• Manages and maintains schedules, appointments and travel arrangements for executives and staff, as requested
• Arranges catering orders for department meals/meetings/events
• Prepares and edits drafts of correspondence, communications, presentations and other documents in advance of meetings, disseminating, as requested
• Develops and maintains filing systems, as needed
• Coordinates building maintenance issues with Facilities Manager, as needed
• Contributes to company programs and initiatives
• Other tasks as assigned

Qualifications

• 1+ years of experience in an administrative assistant role
• High School diploma
• Proficient in Microsoft Office (Excel, Word, Outlook) and eager to learn new software
• Positive, high-energy, and assertive
• Strong prioritization, organizational, and planning skills
• Excellent verbal, written, and customer service skills
• Demonstrates urgency with critical thinking and problem-solving abilities
• Maintains confidentiality, attentive to detail, and flexible under pressure

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment and Physical Demands

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Position Type/Expected Hours of Work

This is a full-time position with a work schedule of Monday-Friday with some schedule variations as needed.

Travel

No travel is expected for this position.

EEO Statement

ACA provides equal employment opportunities (EEO) to all applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws.  ACA complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities.

California Privacy Notice
"As an employer of California residents, we are dedicated to protecting your privacy rights. Any personal information you provide during the application process will be used solely for permitted internal purposes and will be handled in accordance with applicable privacy laws. By applying to this position, you consent to the collection, use, and disclosure of your personal information as described in our Employee Privacy Notice."

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.