Overview
Administrative Specialist II Jobs in Los Angeles, CA at Lamar Advertising Company
The Administrative Assistant plays a key role in supporting the smooth and efficient operation of the office by providing a wide range of administrative tasks. This position involves managing schedules, handling correspondence, organizing office activities, and performing general clerical duties. The ideal candidate is highly organized, detail-oriented, and possesses excellent communication and interpersonal skills.
Key Responsibilities:
Office Support and Organization
Manage and organize daily office operations to ensure smooth and efficient workflows.
Maintain filing systems (both digital and physical) for documents, records, and other important materials.
Handle and prioritize incoming mail, emails, phone calls, and messages.
Order office supplies and equipment, maintaining an inventory and ensuring all office needs are met.
Calendar and Schedule Management
Schedule appointments, meetings, and conference calls for executives or other staff members.
Prepare and organize meeting agendas, materials, and necessary reports in advance.
Coordinate travel arrangements, including flight bookings, accommodations, and itineraries.
Manage meeting rooms and ensure equipment and supplies are set up for meetings.
Communication and Correspondence
Draft, proofread, and send professional emails, memos, and reports.
Serve as a point of contact between executives, staff, clients, and vendors.
Prepare and manage internal and external communications, ensuring all correspondence is timely and accurate.
Document Preparation and Record-Keeping
Create, format, and edit documents such as presentations, spreadsheets, and reports.
Assist in compiling, organizing, and updating data for various departments or teams.
Ensure that all confidential information is stored and handled according to company policies.
Event Coordination
Assist in planning and coordinating company events, meetings, conferences, and team-building activities.
Organize logistics such as catering, transportation, and event registration.
Administrative Support for Leadership Team
Provide administrative assistance to senior leadership, including scheduling meetings, preparing documents, and managing special projects.
Take meeting minutes and follow up on action items as needed.
Customer Service & Client Relations
Greet and assist visitors in a professional and friendly manner.
Address client inquiries and route them to the appropriate person or department.
Other Administrative Tasks
Assist with payroll processing, invoicing, and basic financial reporting as needed.
Support the recruitment and onboarding process, including scheduling interviews and preparing new hire documentation.
Assist in maintaining office safety protocols and organizational compliance with relevant policies.
Qualifications:
Education: High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).
Experience: Previous administrative or office support experience (1-3 years preferred).
Technical Skills:
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Familiarity with office equipment (printers, copiers, fax machines).
Experience with office management software
Communication: Strong verbal and written communication skills with a professional demeanor.
Organization: Exceptional organizational skills with the ability to multitask and prioritize effectively.
Attention to Detail: High level of accuracy and attention to detail in all tasks and communications.
Problem-Solving: Ability to address office challenges with a proactive and solutions-oriented approach.
Confidentiality: Ability to handle sensitive information with discretion and professionalism.
Interpersonal Skills: Friendly and approachable personality with strong collaboration skills.
Desired Attributes:
Time Management: Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
Adaptability: Willingness to take on a variety of tasks and adapt to changes as needed.
Team Player: Works well both independently and as part of a team to achieve office goals.
Customer-Focused: Provides excellent customer service to both internal and external stakeholders.
Title: Administrative Specialist II
Company: Lamar Advertising Company
Location: Los Angeles, CA
