Administrative Assistant at Jobs via Dice

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Job Description:

Role: Administrative Assistant

Location: Pomona, CA(Hybrid-2days)

Position Overview:

We are seeking a highly organized and detail-oriented Administrative Assistant to provide advanced administrative and clerical support to departmental leadership, including an Executive Vice President and management staff. This position requires the ability to perform complex administrative tasks under minimal supervision, handle confidential information with discretion, and effectively balance multiple priorities in a fast-paced environment.

The ideal candidate will demonstrate exceptional organizational, communication, and computer skills, along with proficiency in Microsoft Office and experience coordinating departmental operations and documentation workflows.

Key Responsibilities:

Administrative Support

• Perform a variety of complex and routine administrative, secretarial, and clerical duties with minimal supervision.
• Coordinate schedules, meetings, and appointments for the Executive VP and other managers.
• Prepare correspondence, reports, and presentations while maintaining accuracy and confidentiality.
• Order office supplies, arrange workspace setup, and coordinate computer equipment for new hires.
• Manage SharePoint folders and maintain organized digital filing systems.
• Provide direction and support to lower-level administrative staff as needed.
  
  

Drawing Package & Documentation Management

• Download drawing package content from SharePoint and assign drawing package numbers.
• Perform quality control (QC) checks on PDF and CAD files against the CDM Dashboard database.
• Enter and update drawing data (revision numbers, drawing titles, metadata, etc.) in the CDM Dashboard.
• Upload finalized PDFs to the CDM Library and verify accuracy.
• Prepare print scheduling documentation (order forms, delivery labels, transmittals) and convert files to PDF.
• Conduct final QC review of drawing packages and upload issued documents to external SharePoint sites.
• Coordinate with the Reprographics Vendor (ARC) for print production and ensure timely delivery.
  
  

Required Qualifications:

• Education: High school diploma or equivalent; relevant college coursework preferred.
• Experience: 3 4 years of administrative, clerical, or secretarial experience, preferably supporting executives or departmental leaders.
• Proficiency in Microsoft Word, Excel, and Outlook; experience with SharePoint and data entry systems preferred.
• Typing speed of 50 words per minute or higher.
• Strong interpersonal and customer service skills with the ability to handle confidential matters professionally.
• Excellent organizational, time management, and multitasking skills.
• Ability to work independently and exercise sound judgment in day-to-day operations.
  
  

Desired Qualifications:

• Familiarity with drawing repository systems and data entry of technical documents.
• Strong attention to detail with proven ability to perform quality control reviews.
• Experience coordinating with vendors and managing documentation workflows.