Careers + Opportunities / administrative assistant

Administrative Assistant

full-time | Santa ANA, CA

Primary responsibilities include filing, preparing documents for signature, organizing folders on shared drive, processing mail, answering phone calls, scheduling and coordinating meetings, general facilities support, and other administrative duties as assigned.

Responsibilites

  • Maintains filing systems, both electronic and physical
  • Carries out administrative duties such as filing, typing, copying, binding, scanning etc.
  • Collate and distribute mail
  • Makes travel arrangements for staff such as booking flights and hotels or restaurant reservations
  • Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.
  • Maintains supply inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies
  • Schedule and coordinate staff and other meetings
  • Prepare communications, such as memos, emails, invoices, reports and other correspondence
  • Write and edit documents from letters to reports and instructional documents
  • Manage accounts and assists with bookkeeping as needed
  • Answers phone calls, schedules meetings and supports visitors
  • Assists monitoring of general email accounts
  • Exhibits polite and professional communication via phone, e-mail, and mail
  • Performs date entry in ERP/CRM system, ensuring timely and accurate input
  • Provides staff with necessary briefing documents
  • Supports administrative projects, including annual audits and bi-annual physical inventory
  • Assists with events and delivering packages as needed
  • Performs other duties as assigned

Qualifications

  • 1+ years of relevant work experience
  • Solid experience in Microsoft Office (Word, Excel, etc.) and Google Suite
  • Excellent attention to detail
  • Strong organizational skills that reflect ability to juggle multiple tasks simultaneously
  • Clear communication skills (speaking, written, and active listening)
  • Proactive hard worker who works well independently
  • Professional and strong interpersonal skills
  • Strong time management, and resourceful problem-solving skills
  • Partners effectively with various people and organizations
  • Adaptable and willing to cross-train and work in other areas as needed
  • Interest in fair trade, social justice and women’s rights
  • Maintains professionalism, confidentiality and discretion in all activities
  • May require prolonged periods of sitting or standing and working on the computer
  • Ability to lift 25 lbs. and above for deliveries
  •  

VALUES

Maintains all The Little Market’s Team Values including:

 

  • Empowerment
  • Education
  • Integrity
  • Compassion & Empathy
  • Mission-Focus & Passion
  • Well-Being
  • Respect
  • Diversity
  • Teamwork

how to apply

Please send the following information to opportunities@thelittlemarket.com with "Administrative Assistant" as the subject of your email.

  • Resume
  • Cover letter
  • Names and contact information (email or phone) for three references
  • Only complete applications will be reviewed. Due to the large number of applicants, only short-listed candidates will be contacted further. When you submit an application, please indicate your availability in your email.
  • (No phone calls, please)