Administrative Assistant

Make a team impact as an Administrative Assistant at SGH

The Administrative Assistant at SGH in our Oakland office will handle a range of administrative responsibilities while supporting the day-to-day activities of technical and operations staff. Your skills in time management ability to prioritize and proactive work style are key value drivers for SGH. Your passion for coordination coupled with a can-do attitude approachability and responsiveness are instrumental in driving our success. A proactive problem-solver you are focused on finding solutions by building trusting and collaborative relationships by working effectively with staff at all organizational levels and departments across the company. A successful Administrative Assistant will be eager to learn competency in SGH document styles and SGHs best administrative practices.

This fully in-office position in Oakland CA may require the ability to work a flexible schedule and overtime as necessary.

Strategic Responsibilities and Impact to SGH

• Oral and Written Communication: Proficient in delivering high-quality oral and written communication tailored to diverse audiences ensuring clarity without compromising on standards. Fostering effective collaboration and openness to feedback enhancing organizational effectiveness.
• Ability to Prioritize: Proficient in balancing work based on what is urgent vs. important. Regularly adjusting to meet the needs of clients and the organization ensuring visibility and execution.
• Team Attitude: Approach work with a positive attitude. Proficient in collaborating to meet group goals and contribute to a healthy and cohesive team.
• Accountability: Proficient in owning the quality of your contributions responsibilities and the impact of your actions. Actively seeking feedback to refine and improve for the betterment of the overall team and organization.

What Youll Do:

Effective Office Operations and Administration

• Support the Oakland Office with front desk responsibilities as needed.
• Coordinate and assist with meetings events catering presentations client seminars etc. and handle related calendar scheduling.
• Assist with supply inventory management and ordering.
• Comprehensive management of technical staff licenses including tracking renewals and credits.
• Coordinate travel arrangements.
• Process and file expense reports for internal customers.
• Collaborate with HR to facilitate the new hire onboarding process and coordinate orientation responsibilities.
• Partner with the IT department to troubleshoot issues with conference rooms staff workstations receiving and setting up equipment etc.

Effective Document Management and Processing Support

• General and technical document processing including proofreading editing and formatting documents to approved SGH styles while promoting SGH standards of quality.
• Support document reproduction needs of the office including:
  • Document reproduction includes copying printing and binding.
  • Coordinate with third-party reproduction vendors
  • Scan and electronically save documents and drawings.
  • Prepare electronic deadfiles as requested.

What Youll Need:

• 3 years of relevant administrative assistant experience.
• Bachelors preferred not
• Proficiency in Microsoft Office Suite PDF software business and technical document preparation and the ability to work effectively in a fast-paced environment required.

Working Conditions

While performing the duties of this job the employee is regularly required to sit for long periods of time; talk or hear; perform fine motor hand and finger skills in the use of a keyboard mouse telephone or writing. The employee is frequently required to stand; walk; and reach with arms and/or hands. Specific vision abilities include close vision distance vision depth perception and the ability to adjust focus. The employee will spend their time in an office environment with a quiet to moderate noise level. The employee will also perform physical duties including lifting at least 25 lbs. Therefore physical fitness and the ability to perform such tasks are required.