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City of San Jose San Jose, CA, USA
Dec 04, 2019
Full time
About the Department  The City of San José, the Capital of Silicon Valley is one of the nation’s best managed cities and one of the top ten cities in which to live, work, and do business. Moreover, San José is the center of cultural, government and economic activity for the region. The employees of the City of San José have embraced the following values: Integrity, Innovation, Excellence, Collaboration, Respect, and Celebration.  The San José City Council consists of ten Councilmembers elected by district and a Mayor elected at-large, each for four-year terms. The Mayor and Council are responsible for representing the residents of San José, providing accountability, reviewing public policy and programs, and adopting those policies which best meet the needs of the residents, visitors, and businesses in San José.  The Mayor serves as the political leader in San José, and under the City Charter, is responsible for recommending policy, program, and budget priorities for the City. Positions & Duties The Office of Mayor Sam Liccardo is recruiting for a full-time Executive Assistant to the Mayor. Under the direction of the Mayor’s Administrative team, this position will provide office administrative functions and general assistance to the Mayor. The position requires an employee with strong and effective organizational skills; ability to handle heavy scheduling and multiple assignments; excellent written and oral communications skills, and the ability to develop and maintain effective and collaborative working relationships with community members and neighborhood organizations, key stakeholders, and City staff. Candidates must be willing to work occasional evenings and weekends, and as exempt management employees, are not eligible for overtime compensation. Employees in this classification are not members of the classified civil service and are appointed "at will."  Each appointment is for a specified period to be determined by the appointing Mayor and does not extend past the end of the elected official's or appointing authority's term.  This unclassified position requires a disclosure of outside investments, real property interest, income, and business positions. Typical Duties The Executive Assistant to the Mayor will be primarily responsible for the following tasks:   Provide executive support to the Mayor, serving as primary point of contact on all matters pertaining to the Mayor. Complete a broad variety of administrative tasks for the Mayor, including managing an extremely active calendar; coordinating complex and detailed travel logistics; and coordinating staff meetings and offsites. Coordinate arrangements for the Mayor’s meetings and speaking events, working directly with public and private sector representatives and event organizers.  Compose and edit routine correspondence and internal communications for the Mayor. Communicate with concerned constituents on incoming issues and concerns addressed to the Mayor and determine appropriate response or referral. Provide break coverage for the office receptionist, along with fellow administrative staff. Work under pressure at times to handle a wide variety of activities and confidential matters with complete discretion. Prioritize conflicting needs and handle matters swiftly and proactively through successful completion, often with deadline pressures. Maintain documents in compliance with the City’s record-retention plan. Perform other duties, of a similar nature or level, as required. Qualifications  Minimum Qualifications: Education: College degree in business management or related field, or training in secretarial skills, office management, or administrative studies. Experience: Five 5+ years supporting C- Level Executives. Licenses or Certificates: A valid California driver's license is required. Employment Eligibility: Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of San José will not prepare or file a labor condition application with the Department of Labor. Competencies: The ideal candidate will possess the most desirable combination of training, skills, and experience, which will allow him or her to serve as a member of the Mayor's Office.  Desirable experience, knowledge and skills for this position include: Job Expertise  – advanced time management, analytical, and multi-tasking skills; highly organized, detail-oriented, and a proactive, independent thinker; good judgment, decision-making and problem-solving skills, strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly in a fast-paced environment with changing priorities and deadlines with excellent attention to detail; ability to anticipate Mayor’s needs; expert in Microsoft Outlook, with proficiency in Microsoft Office, Adobe Acrobat, and web platforms. Communication Skills  – expert-level written and verbal communication skills; written correspondence, memos, and reports are accurate, complete, well-organized, legible, concise, and in proper grammatical form. Customer Service  - approaches problem-solving by focusing on internal and external customers first; demonstrates the ability to deliver services effectively and efficiently in a timely, accurate, respectful, and friendly manner. Initiative  - exhibits self-directed, resourceful and creative behaviors toward meeting job objectives; anticipates problems, is proactive, and avoids difficulties by planning in advance; displays willingness to assume extra responsibility or workload and accept challenges; pursues continuing educational opportunities which promote enhanced job performance; willing to learn. Maintaining Personal Credibility/Meeting Ethical Standards  - when confronted with ethical dilemmas, acts in a way that reflects relevant law, policy and procedures, agency values, and personal values; professional and discrete. Team Work and Interpersonal Skills  - demonstrates a positive attitude and flexibility along with the ability to build effective relationships with stakeholders, including co-workers, council staff and external partners; highly resourceful team-player that helps others accomplish tasks and is also highly effective independently; uses collaboration and conflict resolution skills. Ability to handle multiple tasks in a fast-paced work environment with changing priorities and deadlines. Knowledge of public information, media relations, and community outreach skills. Application & Selection Process: The selection process will consist of an evaluation of the applicant's training and experience based on the application, resume, and supplemental questions.  Only the most qualified candidates will be forwarded to the next phase of the selection process.  To be considered for this position, you must fill out the online application available on the City of San Jose website and submit a cover letter and resume. You will be prompted to answer the following job-specific questions during the online application process. Please note that there is a  4,000-character limit , including spaces, for each text response. 1.Describe your experience as an executive assistant supporting a C-suite and/or senior executive (include your job title, employer name(s), date(s) of employment, and specific duties performed). Describe your experience scheduling meetings for a C-Suite and/or senior executive (i.e., average meetings per day, software used, etc.). Describe your experience working with people at various levels of an organization (include your role in this interaction). Describe your experience utilizing various software programs. Please include your skill level of proficiency for each software program.  Additional Information   For more information about the Mayor's Office, please,  click here .  Link to Benefits Page: Link to California Equal Pay Act: To apply, please complete an application via the City of San José’s website at . The application deadline is on December 13, 2019 at 1:00 PM. Please allow adequate time to complete the application and submit before the deadline or the system may not save your application. If your online application was successfully submitted, you will receive an automatic confirmation email to the address you provided. IF YOU DO NOT RECEIVE THE CONFIRMATION, please email  and we will research the status of your application. Please contact Human Resources at (408) 535-1285, or  if you have any questions. 
Moss Adams San Francisco, CA, USA
Nov 07, 2019
Full time
Description  Moss Adams brings more West to business. More than a location, it’s a way of doing business in which innovation thrives and optimism abounds. At Moss Adams, we’re excited by the greatness of possibility and the extraordinary potential for companies and individuals to prosper. With more than 3,200 professionals across 25-plus locations in the West and beyond, we provide the world’s most innovative companies with specialized accounting, consulting, and wealth management services to help them embrace emerging opportunity.  The Senior Executive Assistant provides proactive executive level support to the Partner-In-Charge and other assigned Partners and Senior Managers, as well as our growing China practice. Independent and sound business judgement is required to plan, prioritize and organize a diversified workload in a fast paced environment. The Senior Executive Assistant is flexible and able to manage a wide range of complex projects from conception to completion, as well as maintain confidentiality and a high level of client service.   Individuals who thrive at Moss Adams exhibit the following success skills – Collaboration, Critical Thinking, Emotional Intelligence, Executive Presence, Growth Mindset, Intellectual Curiosity, and Results Focus.   Responsibilities: Proactively manage calendars and travel logistics for assigned executives Oversee organization and preparation of materials for executive presentations and meetings Assist with management of broad reaching, high impact or influential projects Compose, edit and proofread business correspondence and presentations Serve as a liaison for internal and external clients, including screening phone calls, facilitating client communications to the appropriate client service staff, and following up with clients, when appropriate Manage time and expense entry for assigned executives Assist with engagement management activities as needed such as billings and new client acceptance Coordinate team meetings, activities and communications Assist with support of marketing/practice development activities, including events, marketing materials, Client Relationship Management data maintenance, and industry group support Leverage internal network and teams to effectively manage workflow Other duties and special projects as assigned Qualifications: High School Diploma/GED required Minimum of 3 years of related experience required, preferably in an executive support role; experience in a professional services environment preferred Bi-lingual Mandarin language skills and bi-lateral Chinese language skills preferred Ability to handle sensitive situations and confidential information with discretion Experience managing individuals, projects and processes effectively Excellent written and verbal communication skills Ability to prioritize, organize, and effectively manage work load to meet deadlines Strong working knowledge of Microsoft Office Suite kills; advanced skills preferred Ability to travel as needed, approximately 5% May require some overtime hours Moss Adams is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity or any other characteristic protected by law.
Jacobs Houston, TX, USA
Nov 06, 2019
Full time
The Buildings & Infrastructure Line of Business is a global network of employees, which serves both the private and public sector. Our employees work to shape the communities we live in by creating world-class projects that transform the future development patterns of those communities. We provide our clients award-winning planning, engineering, architectural and interior design, construction and program management, and design-build project delivery.   The Jacobs business model allows us to successfully service our clients, leverage our integrated services, and provide our employees with growth opportunities while delivering global solutions to our client’s local programs.   We consistently receive high rankings from Engineering News-Record (ENR) in many classifications, including the categories of Top Design Firms, Top Contractors, Top Green Buildings Design Firms, and Top Transportation Companies.   Our team is looking to add an Administrative Assistant in Houston with the following responsibilities:   Primary focus will be supporting the Design Management team with their day to day work efforts including:   General project assistance as assigned by the design management team. Administrative support to multiple project managers and staff. Gather, track, and report on information relevant to project assignments from multiple sources. Set up and maintain files and tracking tools using MS Excel. Organize and schedule meetings and appointments. Produce and distribute meeting minutes, memorandums, and letters, as needed. Edit and review documents for grammar usage in MS Word. Prepare MS PowerPoint presentations and handouts. Maintain and assist with databases. Design processes to enhance work flow. Assist in the preparation of regularly scheduled reports. Supporting completion of staff expense reports and time transfers. Depending on your aptitude and desire, there are opportunities to advance yourself within the project administration field. Other duties as assigned   #BIA Qualifications 2 or more years of experience in an administrative assistant or similar role Previous experience working with engineering firms, program management, design management and/or construction management a plus. Previous experience with integration of new facilities with existing facilities a plus Ability to utilize computer systems as a tool to effectively manage tasks Strong organization, written and verbal communication skills, and an ability to multitask are a must. Previous experience working with MS Outlook, MS Word and MS Excel required. Experience with MS PowerPoint preferred   Jacobs is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status or other characteristics protected by law. Jacobs is a drug-free workplace.
US Department of the Air Force Centennial, CO, USA
Nov 06, 2019
Full time
Duties Summary THIS IS A NATIONAL GUARD TITLE 5 EXCEPTED SERVICE POSITION. This National Guard position is for a SECRETARY, Position Description Number T5100000 and is part of the CO JFHQ CMD STAFF, National Guard. The primary purpose of this position is to serve as the principal office assistant, performing various administrative and clerical duties in support of the supervisor and may support the deputy or #2 official. Responsibilities Prepares a wide variety of recurring and nonrecurring personal and executive correspondence, reports, and other documents from information obtained from the staff, files, and other sources. Reviews and processes incoming and outgoing correspondence, reports, and other materials submitted for the Commander's signature. Receives telephone calls, greets visitors and ascertains the nature of the calls or visits, screening those that can be handled without supervisor's help. Maintains supervisor's calendar, coordinates meeting arrangements, and schedules meetings and/or conferences including those involving staff from outside the immediate office. Performs other clerical and administrative work in support of the office/organization. Uses varied and advanced functions of word processing software to create, format, modify, edit, and print a variety of letters, reports, memos, and other textual documents. Performs other duties as assigned. Travel Required Occasional travel - You may be expected to travel for this position. Supervisory status No Promotion Potential None Job family (Series) 0318 Secretary Requirements Requirements Conditions of Employment Federal employment suitability as determined by a background investigation. Submit all required documentation. Participation in direct deposit is mandatory. For positions requiring a security clearance (Secret or Top Secret) the applicant must possess or be able to obtain a clearance within one year of appointment. Qualifications Please advise: 1. Specialized experience will be used to determine qualifications for the announced position. 2. An applicants RESUME must provide, in detail, how they meet each specialized experience listed below. 3. It must be documented with "from (mm/yy)" and "to (mm/yy)" dates and description of the specialized experience. 4. If education or a degree is required as part of the "Specialized Experience", you must include transcripts. DO NOT copy each bullet listed below word for word and place into your resume; you must describe your personal experience as it pertains to each bullet. You will be immediately disqualified if you fail to include specialized experience in your resume. Must have at least 12 months of Specialized Experience in each of the following: 1. Experience in the performance of clerical or administrative duties which demonstrates that the candidate has thorough knowledge of office routines and functions sufficient to refer visitors and telephone calls and to route correspondence by name or functional area. 2. Experience providing technical guidance and overseeing office procedures to meet the needs of an organization. 3. Experience scheduling and managing the daily calendar appointments and events for senior executives. 4. Experience at managing a busy travel schedule that includes all aspects of trip planning and logistics from arranging lodging, flights, rental cars. 5. Experience in written and verbal communication skills, interacting & briefing senior leaders. Education Substitution of education for specialized experience - Completion of 2 academic years of education in an accredited college or university will satisfy the requirements for GS-4 positions. Only education in excess of the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. Additional information If you are a male applicant who was born after 12/31/1959 and are required to register under the Military Selective Service Act, the Defense Authorization Act of 1986 requires that you be registered or you are not eligible for appointment in this agency ( If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application. 1. PCS funds are not available (unless otherwise stated). 2. A security clearance will be required for this position. Please contact the selecting supervisor or state security manager with questions regarding clearances. (Failure to obtain/maintain a security clearance will be grounds for termination from the Technician program.) 3. This position may be contingent on the vacancy of the incumbent even if not otherwise stated in this announcement. Please contact the HRO with any questions regarding hiring dates. 4. We use E-Verify to verify the identity and employment eligibility of all persons hired. How You Will Be Evaluated You will be evaluated for this job based on how well you meet the qualifications above. Once the announcement has closed, your resume and supporting documentation will be used to determine if you meet the qualifications listed on this announcement. If you are minimally qualified, your resume and supporting documentation will be compared to your responses on the assessment questionnaire to determine your level of experience. If you rate yourself higher than is supported by your application package, your responses may be adjusted and/or you may be excluded from consideration for this position. If you are found to be a qualified candidate, you will be referred to the selecting official for employment consideration.   Background checks and security clearance Security clearance Secret Drug test required No   Required Documents Required Documents Failure to submit the required documents will be grounds for disqualification without further review REQUIRED: A current Resume, providing name, phone number, and email REQUIRED: Experience documented in your resume with mm/yy to mm/yy format REQUIRED: Transcripts if substituting for Specialized Experience If you are relying on your education to meet qualification requirements: Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education. Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating. Benefits Benefits A career with the U.S. Government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Learn more about federal benefits.   Review our benefits Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time, or intermittent. Contact the hiring agency for more information on the specific benefits offered.

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