Temporary Administrative Assistant
Beacon Hill Staffing Group, LLC

Job Info

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Position Summary:

The Temporary Administrative Assistant provides comprehensive administrative support to executive positions within the organization, ensuring smooth daily operations through effective coordination and communication.

Duties and Responsibilities:
- Manage executives' schedules and appointments using tools like Outlook and other scheduling software.
- Schedule client appointments and assist with client check-ins as needed.
- Assist executives with the management of timecards and time-off requests from their direct reports.
- Provide logistical and organizational support for meetings, internal trainings, and external presentations, including arranging spaces, setting up video and conference calls, and coordinating catering services.
- Utilize independent judgment to make decisions on day-to-day tasks and other administrative projects.
- Coordinate travel arrangements for executives, staff, board members, and guests, including scheduling, transportation, and day-of activities.
- Monitor email, voicemail, and mail when executives are out of the office, responding to urgent requests and organizing responses needed upon their return.
- Draft, format, and manage various business communications such as emails, letters, and documentation of processes for internal and external purposes.
- Conduct web-based research and make phone inquiries related to community relations, business development, policy, marketing, clinical care, and leadership positions relevant to the organization.
- Handle highly confidential materials with appropriate care to maintain privacy.
- Prepare meeting agendas and presentations, attend meetings to take notes, and distribute minutes.
- Assist with the coordination of client advisory board meetings, including scheduling, taking notes, and preparing meeting materials.
- Respond to company-wide literature requests by providing the latest research as appropriate for the role.
- Collect receipts and prepare monthly expense reports.
- Prepare regular reports on assigned projects as required.
- Perform general office duties such as copying, filing, faxing, preparing letters for mailings, and organizing materials for presentations and trainings.
- Perform other duties as assigned.

Qualifications:
- Bachelor's degree or equivalent work experience required.
- 5+ years of administrative support experience at a Director level or above.
- Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook; ability to quickly learn other applications.
- Strong customer service skills and experience are highly preferred.

Competencies:
- Strong attention to detail and a commitment to quality.
- Excellent interpersonal skills with the ability to develop and maintain productive relationships.
- Demonstrated initiative and sound judgment, with the ability to start tasks independently, ask questions, identify and discuss problems, structure work, and stay on task.
- Ability to prioritize effectively and adapt to changing priorities.
- Passion for the business, clients, and values of the organization.

Workplace Requirements:
- Sitting 80-85% and standing 15-20% of the time.
- Occasional bending, twisting, kneeling, stooping, or crouching when appropriate.
- Ability to lift, carry, push, or pull up to approximately 40 pounds (e.g., supplies).

This role is ideal for a detail-oriented, proactive professional with a strong background in executive support who thrives in a fast-paced environment.

Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com .

We look forward to working with you.

Beacon Hill. Employing the Future (TM)

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