Swoon's Utility Client is in need of a an Administrative Assistant/Project Coordinator for a 6 month hybrid contract.

6 month contract (to start, extension and conversion are possible.

Hybrid, onsite in Oakland (as needed by director).

TOP THINGS LOOKING FOR:

• Relevant Experience: Admin support, project mgmt.
• Technical skills: Software proficiency – e.g., Microsoft Suite
• Organizational Skills: Time management (prioritize tasks), project management (evidence of managing multiple tasks or projects simultaneously and meeting deadlines)

Calendaring, Scheduling & Meeting Logistics:

• Manage and prioritize calendar for Sr. Director and Director.
• Arrange ongoing/recurring as well as ad hoc meetings and conference calls.
• Schedule conference rooms and set up audio visual tools.
• Coordinate and ensure meeting logistics are in place.
• Greet and escort external parties to scheduled meetings.

Coordinate Travel & Events:

• Handle all travel-related aspects for individuals and groups.
• Arrange conference facilities, catering.
• Manage logistics for travel, group, and events arrangements.
• Audit/monitor for adherence to corporate travel guidelines.

Office Supplies & Equipment Ordering:

• Order and maintain an inventory of items required.
• Order new equipment or schedule, service / maintenance.

Prepare Invoices, Purchase Orders, Expense Reports:

• Assist with processing of invoices, purchase orders/requisitions, and expense reports.
• Manage commercial card usage and reconciliation of statements.

HR, Safety, Compliance Training, Building & Asset Related Tasks:

• Handle HR-related administrative tasks including time reporting, pay planning, performance management, organization change requests (OCRs), personnel change requests (PCRs), pay change requests, rewards and recognition forms, organization chart updates, emergency lists.
• Order LAN ID and assets for new hires.
• Monitor & track staff participation in required training, reading or action including safety and compliance.
• Complete building services requests.
• Handle all aspects of new employee on-boarding.

Create Presentations:

• Create, assemble, modify, proofread presentations, spreadsheets, reports.