Administrative Specialist

Position providing administrative support to the President of high-end company:

Job description:

Dynamic full-time administrative position in an internationally renowned art gallery of rare antique Oriental rugs that has been in business for over 40 years. Located in the dynamic Rockridge neighborhood of Oakland, we are a smaller company in an exciting niche market where every person’s contribution is acknowledged. Our staff members stay with us for many years because they value our inclusive and energizing company culture and sense of teamwork.

The Job:

You would work directly with the president of the company on a daily basis. You would be responsible for typing cover letters and putting together presentation packets to finalize with him. Your main tools for this job are Microsoft Word, basic Filemaker, Excel and ZOHO.

Your other tasks include:

Typing invoices for charges where accuracy is crucial.

Maintaining database of our clientele and updating inventory database where accuracy is crucial using ZOHO.

Ordering office supplies for all workstations in the company.

Maintaining office equipment including scanners, fax machines, printers, and telephones. (Computers are handled by a different department.)

You will be trained to answer phones and do research online.

Background and skills most appropriate for this position:

1. 3 years administrative full-time position in an office environment, reporting to supervisor and/or management of the company.

2. B.A. preferred.

3. Proven skill in self-proofing of your work

4. Outstanding organizational and time management skills that support fast-paced business to run smoothly.

5. Strong written English and proof-reading skills, esp. grammar and punctuation.

6. Highly proficient at typing for both written communication, and for invoicing.

7. Strong communication skills, ability to interact productively with company president, supervisors, and co-workers.

8. Ability to take fast, accurate notes.

9. Knowledge of Outlook and Mail programs, InDesign and/or Photoshop a super plus

To interview, you will be asked to provide:

References that will attest to your proficiency regarding # 3-8 above.

References that can attest to your knowledge specified in #9.

Job Type: Full-time

Competitive Salary: $28-30/hour depending on direct on-the-job experience and skill set.

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off and Oakland sick time

Schedule:

• 9:30-6. Monday-Friday

Education:

• Associate (Required) B.A. Preferred

Experience:

• Admin Assistant: 3 years (Required)
• Excel
• Filemaker Pro: 1 year (Required)
• Zoho: 1 year (Preferred)
• Grammarly

Work Location: In person

Job Type: Full-time

Pay: $28.00 - $30.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Application Question(s):

• Are you proficient in Excel, Filemaker Pro, Zoho, and Grammerly? Please respond to each.

Education:

• Bachelor's (Required)

Experience:

• administrative: 3 years (Required)