Administrative Assistant

 

The Administrative Assistant, under the general direction of the Executive Assistant will be responsible for providing administrative support for the CSAC Executive Management team and SWCTF Leadership. The position has overall responsibility to perform a wide range of administrative duties including, but not limited to, typing, filing, answering phone calls, greeting and directing visitors, creating forms, documents, reports, spreadsheets, presentations, answering non-routine correspondence and assembly of confidential and sensitive information as requested. Other duties include coordination of travel arrangements for CSAC staff and SWCTF instructors, apprentices and members (to attend career fairs, seminars, meetings, trainings) as well as assisting with special projects as needed. This position requires the ability to work diligently with a diverse group of various executive and senior level professionals within all levels of the organization. Independent judgment is required for this role in order to plan, prioritize and organize a varied workload. This is a non-exempt, full-time position, with a work schedule of Monday through Friday, 7:30 AM – 4:30 PM.

Position Functions and Responsibilities:

· Provide administrative support to Executive Assistant, CSAC Executive and Management Teams and SWCTF Leadership.

· Coordinate all travel for SWCTF instructors, apprentices, members, DET Programs and CSAC staff as requested.

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· Coordinate all aspects of DET programs from registration to requesting stipend checks.

· Maintain and update master travel calendar timely and efficiently.

· Provide administrative support to apprenticeship training centers as requested.

· Respond and communicate in a timely, effective and professional manner, both verbally and in writing.

· Provide all backup for SWCTF travel transactions to reconcile monthly corporate American Express bill.

· Run reports in TRAIN to assist Southwest Regional Council with DET programs.

· Create and grade DET programs in TRAIN and prepare reports for Council-wide use.

· Run weekly next class report for SWCTF.

· Request refunds for DET programs on Southwest Airlines.

· Perform other related administrative duties as required and assigned.

· Assist Executive Assistant with other ad-hoc projects as needed.

Required Qualifications and Skills:

· Minimum of three (3) years providing administrative support in a fast-paced environment.

· Excellent communication skills, written and verbal.

· High proficiency in Microsoft Office applications required (Word, Excel, Outlook).

· Knowledge of HIPAA regulations and guidelines a plus.

· High level of integrity and discretion in handling confidential company information.

· Proficient and detail oriented with excellent proofreading and organizational skills.

· Strong interpersonal skills and ability to interact effectively with all levels of management.

· Ability to interact professionally and provide assistance to CSAC stakeholders.

· Strong administrative capacity to manage various projects and tasks simultaneously to meet deadlines.

· Plan, participate and interact professionally during meetings, company events and seminars.

· Self-motivated and driven with ability to work independently within a collaborative work environment.

· Strong sense of ownership and self-accountability.

· Professional phone etiquette, appearance and demeanor.

· Team player with an interest in promoting efficiency and effectiveness.

· Bilingual in English and Spanish preferred (speak, read).

· High school diploma preferred, but not required.

Supervisory Responsibility:

· This position has no supervisory responsibilities.

Work Environment/ Physical Demands

· While performing the duties of the job, the employee regularly works in an office setting.

· While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel or operate objects, tools or controls, and to reach with hands and arms. The employee is frequently required to stand, talk and hear.

· Ability to lift 10-30 pounds when necessary.

· The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Travel

· Minimal to no travel. Occasional travel to business related events, offices and/or seminars may be required.

NOTE:

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similarly related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. CSAC is an equal opportunity employer and encourage applications from all qualified candidates regardless of gender, race, ethnicity, national origin, age, sexual orientation, marital status, religion, disability or any other classification protected by law.

Job Type: Full-time

Pay: $24.31 - $26.83 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

COVID-19 considerations:
CSAC is complying with CDC and WHO recommendations such as distancing employees from one another, providing sanitation supplies as well as PPE and protective guards on the reception Desk.

Ability to commute/relocate:

• Los Angeles, CA 90071: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Are you currently fully vaccinated?

Experience:

• Administrative: 3 years (Required)

Language:

• Spanish (Preferred)

Work Location: In person

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