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Open nowFirst seen 5 hours ago

Office Administrative Assistant

Dairy Farmers of America, Inc.619 open roles

Where
Santa Ana, CA
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Your applicationOpen nowOffice Administrative AssistantDairy Farmers of America, Inc. · Santa Ana, CA

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The clock on this job

Early applications get read.

11.4% of postings close within 7 days. Measured by our own scanner across the market.

Share of postings closed within
  1. 2.0%1 day
  2. 4.2%3 days
  3. 11.4%7 days
  4. 17.5%14 days
  5. 34.2%30 days
  6. 43.5%60 days
This job: first seen 5 hours ago

The posting

Perform varied administrative activities in support of individuals and/or a business area. Demonstrate a strong level of technical ability with a variety of tools, software applications, and/or databases. Create, update, and review documentation. Manage the flow of communication by fielding telephone calls and/or emails. Schedule and orchestrate meetings, prepare meeting requirements, gather provisions, and receive and direct visitors. Scan, fax, file, sort, and distribute mail. Order supplies and maintain inventories. Serve as a knowledgeable resource for questions regarding individuals or areas supported and the company. Work under general guidance, requiring instruction only on new assignments.

Job Duties and Responsibilities

  • Manage inbound and/or outbound telephone calls or emails; take messages/transfer calls or forward/respond to emails as appropriate
  • Schedule or manage appointments and calendars
  • Coordinate in-office and offsite meetings, lunches, and events as needed
  • Compose, assemble, review, edit, and maintain documentation such as spreadsheets, presentations, emails, memos, reports, and other materials while ensuring grammar, punctuation, spelling standards, and internal style guidelines are maintained
  • Produce and distribute scheduled and ad-hoc reports
  • Administer expense reporting
  • Assist with budget administration
  • Handle incoming and outgoing mail and faxes
  • Maintain databases and filing systems, whether electronic or paper
  • Order and maintain inventory of appropriate office and meeting supplies
  • Provide skilled administrative support and assist with tasks when requested by various business units
  • The requirements herein are intended to describe the general nature and level of work performed by employee, but is not a complete list of responsibilities, duties, and skills required. Other duties may be assigned as required

Education and Experience

  • High school diploma or equivalent
  • 2 to 5 years of administrative or related work experience
  • Certification and/or License – may be required during course of employment

Knowledge, Skills, and Abilities

  • Strong knowledge of and skill with Microsoft Office Suite and company computer systems
  • Able to demonstrate customer service skills in a courteous, professional, and helpful manner
  • Able to respond courteously and efficiently to inquiries, complaints, and requests
  • Able to communicate clearly and effectively, both verbally and in writing
  • Able to interact positively and work effectively with others (interpersonal skills)
  • Able to maintain confidentiality of information
  • Able to problem solve
  • Able to work with accuracy and attention to detail
  • Able to multi-task
  • Able to organize time, energy, and resources effectively to achieve goals (i.e., organizational skills)
  • Able to perform tasks and duties without constant supervision
  • Must be able to read, write and speak English

An Equal Opportunity Employer including Disabled/Veterans

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