Job Title: Administrative Assistant

Job Description

We are seeking a highly organized and experienced Administrative Assistant with a background in legal, HR, or corporate environments. This role provides comprehensive administrative support to director-level management and requires a proactive individual with strong communication, coordination, and multitasking skills.

Responsibilities

• Manage complex calendars and schedule meetings across departments.
• Prepare reports, presentations, and professional correspondence.
• Collect, review, and analyze data; maintain databases and filing systems.
• Act as a liaison between departments and with external contacts.
• Support onboarding processes for new hires.
• Manage office supplies and coordinate additional office needs.
• Assist with special projects, meeting agendas, and logistics.
• Greet and direct visitors; handle incoming phone calls professionally.

Essential Skills

• Advanced Calendar & Meeting Management: Coordinate complex schedules and manage recurring meetings with proactive planning and attention to detail. Requires 3+ years in a legal or corporate administrative setting.
• Microsoft Office Suite Proficiency (Advanced): Create polished presentations, manage communications, and draft documents with technical fluency and formatting precision.
• Legal or HR Administrative Support: Support attorneys or HR teams with document preparation and compliance tracking, requiring an understanding of legal/HR terminology and confidentiality.
• Communication Skills (Written & Verbal): Draft professional correspondence and serve as a liaison between departments with clarity and professionalism.
• Organizational & Time Management: Manage multiple priorities and maintain filing systems with multitasking and self-direction.
• Onboarding & Office Operations: Coordinate onboarding logistics and support general office needs with initiative and service orientation.

Additional Skills & Qualifications

• Records & Data Management: Ability to maintain organized filing systems and databases.
• Project Coordination: Support special projects by preparing agendas and coordinating logistics.
• Visitor & Communication Handling: Greet and direct visitors professionally and manage incoming calls.
• Budget Awareness: Assist with tracking office expenses and supply budgets.
• Education: High school diploma required; associate’s or bachelor’s degree in business administration, legal studies, or a related field is preferred.
• Certifications: Certified Administrative Professional (CAP) or a Paralegal Certificate are considered a plus.
• Experience: Minimum of 3 years in a legal, HR, or corporate administrative support role is required.
• Familiarity with legal terminology and document formatting.
• Experience with HRIS or legal case management systems.
• Ability to handle confidential information with discretion.

Work Environment

This position is onsite in Sylmar, with a 40-hour work week from 8:30 am to 5:00 pm.