Administrative Assistant - Ultimate Staffing Services

Responsibilities:

• Greet and welcome guests upon their arrival at the office.
• Maintain a tidy and presentable reception area, ensuring all necessary stationery and materials are available (e.g., pens, forms, business cards, brochures).
• Direct visitors to the appropriate person, office, or conference room.
• Prepare and maintain conference rooms for meetings.
• Answer, screen, and forward incoming phone calls, and assist callers as needed.
• Provide basic and accurate information in person, via phone, or email.
• Receive and distribute deliveries.
• Order and manage office and kitchen supplies, and maintain the kitchen area.
• Update calendars, schedule meetings, and manage client appointment reminders.
• Arrange travel and accommodations as necessary.
• Perform clerical tasks such as filing, photocopying, and faxing.
• Manage investment fact sheets and kits.
• Assist with uploading and cataloging Docupace documents.
• Download monthly/quarterly investment statements.
• Complete any other tasks requested by supervisors.
• Run errands as needed.

Requirements:

• Proven experience as a Receptionist, Front Office Representative, or similar role.
• Proficiency in Microsoft Word, Excel, and PowerPoint preferred.
• Professional attitude and appearance.
• Strong written and verbal communication skills.
• Resourceful and proactive problem-solving abilities.
• Excellent organizational skills with the ability to multitask and prioritize effectively.
• Dependable with a strong commitment to punctuality and performing tasks correctly.
• Positive customer service attitude.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.