Ricardo: Administrative Assistant

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Administrative Assistant

  • Role type
  • Part time

  • Location
  • Santa Clara

Job Description

Position Summary:

Provides administrative support to all staff by performing a wide variety of administrative and clerical duties. Position requires multitasking to keep an organization running effectively.

Essential Functions:

1. Welcomes visitors by greeting them, securing their identity, determining who they wish to see, and announcing them

2. Maintains accurate and complete sign-in/sign-out procedures and issues visitor's badge for security purposes

3. Answers incoming phone calls/inquiries promptly, accurately, professionally and courteously; determines purpose and forwards to appropriate personnel or department; maintains phone list for the phone list

4. Assists Executive Assistant with clients, including managing appointments with clients or customers, planning meetings and conferences, scheduling appointments

5. Makes travel arrangements, which may involve complicated or international travel services; maintains calendar for Ricardo US Travel when arrangements have been confirmed, moved in to Ricardo Travel folder upon completion

6. Stocks office and kitchen supplies, takes inventory, orders wide variety of office supplies based on standard and special requests

7. Sorts and distributes incoming mail; maintains mailboxes for new hires

8. Prepares mailing labels and metered envelopes; helps shipping by typing labels when needed

9. Coordinates the pick-up and delivery of express mail services (e.g., FedEx, UPS); signs for deliveries when necessary and notifies recipient; organizes supply rooms

10. Assists in special events hosted on-site such as making visitor badges, setting up tables and creating a list of attendees; distributes flyers, sends out reminders and collects donations for 'Jeans for a Cause'

11. Plans meetings and conferences, schedules appointments; reserves and maintains conference rooms

12. Performs clerical duties such as photocopying, faxing, filing, organizing and distributing information; may perform project work to support others, prepare spreadsheets, correspondence, and other documents as needed

13. Delivers superior levels of customer service to both internal and external customers while demonstrating Ricardo's core values of respect, integrity, creativity and innovation, and passion

14. Performs other job-related duties as assigned

Knowledge, Skills and Abilities:

1. High school diploma or general education degree (GED)

2. Five years of experience performing similar work providing administrative support for executives

3. Excellent image projection of the Company and personal professionalism

4. Ability to excel in a fast-paced, dynamic and matrixed organization

5. Strong interpersonal skills

6. Demonstrated ability to effectively multi-task

7. Excellent communication skills

8. Proficient knowledge of Microsoft Office to include Word, Excel and Power Point

  • Associates degree in Business Administration or related field or high school diploma (or general education degree) and equivalent work experience
  • Two years’ experience providing administrative support to executives, including managing calendars, travel, hectic schedules, etc.
  • Excellent image projection of the Company
  • Personal professionalism
  • Ability to excel in a fast-paced, dynamic and matrixed organization
  • Strong interpersonal and excellent communication skills
  • Demonstrated ability to multi-task and proactively identify executives’ needs and taking action to keep things running smoothly and efficiently
  • Proven ability to maintain strict confidentiality of information
  • Expert in the use of Microsoft Office products including Word, Excel and PowerPoint to prepare presentations, correspondence and spreadsheets