Administrative Assistant
Seedco Financial Services, Inc. - Los Angeles, CA

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The Administrative Assistant provides broad administrative support and assistance to the Vice President/Managing Director and Louisiana staff. Responsibilities include overall office activities, data entry, filing and phone management.

Primary Job Functions:
  • Assist the VP/Managing Director in day to day activities including the coordination and management of meetings and schedules, travel arrangements, filing and other general office duties.
  • Assist Louisiana office staff with meeting management, record keeping, data entry, and reporting.
  • Responsible for the efficient flow of the office including but not limited to office layout, record keeping and filing ystems, and forms control.
  • Manage the reception area to ensure effective telephone communications both internally and externally.
  • Produce clear, accurate and concise emails,memos, correspondence and reports.
  • Assist in the formatting, preparation, and proof-reading of documents for proposal submissions, internal and externalreports, and other related documents.
  • Assist with basic preparation/packaging of applications and proposals.
  • Coordinate internal and external meetings,including booking rooms, teleconferences, catering and preparation of material and equipment.
  • Responsible for the update and maintenance of various distribution lists internally and externally.
  • Ensures operation of equipment by completing preventative maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment.
  • Maintain supplies inventory by checking stock to determine inventory level; anticipate needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
  • Maintain front desk and file room area, keeping it clean and free from clutter.
  • Other duties as assigned
Supervisory Reports : None

Interacts with: Louisiana, New York and Alabama staff; externally, business owners, not-for-profits

Qualifications –

Education and Related Work Experience:
  • Bachelor's degree preferred
  • Prior work experience supporting middle to senior management preferred
Knowledge, skills and abilities: Must be able to work on multiple projects and to prioritize effectively.
  • The ability to work as a team member as well as independently is required.
  • Must have excellent written and oral communication skills.
  • Must possess strong attention to detail and analytical orientation.
  • High degree of discretion dealing with confidential information.
  • Proficiency in Microsoft Office software including Word, Excel, PowerPoint, and Outlook is required.
Other Special Considerations: Must be able to travel, as needed

This job is performed under general office conditions, and is not subject to any strenuous physical demands or dangerous conditions.