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Aministrative Assistant

Company Name:
Palo Alto Staffing Services
Essential Duties and Responsibilities:
- Assist department with accounting tasks, including submitting invoices for payment, track department's spending, budget planning, complete year end accrual process, and participate in reporting project expenditure to government entities
- Translate important documents from German into English and vice versa, especially monthly reports, technical documents and important presentations.
- Document organization: structure, prepare, collect, track, and coordinate documents on the department's server and wiki, including list of open issues, reports, graphs, technical papers, presentations, spreadsheets, competitor analysis, etc.
- QM support: support documentation regarding ISO9001, write process descriptions
- Administrate the department websites
- Track the applications from interns and support new interns when arriving.
- Coordinate special projects and department activities such as on-site and off-site meetings, workshops, public outreach events, telephone/video conferences. Coordinate schedules, prepare agendas, reserve conference rooms, and prepare travel arrangements
- Handle purchasing and procurement processes for the team, coordinate order fulfillment, and complete expense reports
- Act as the main point of contact for travel procedures, support employees in making travel arrangements, document where travelers can be reached at all times, maintain travel profiles for employees, and support with improving travel related procedures and identifying potential cost savings


Behavioral skills, Mathematical skills, Physical demands, Language skills, Other skills:
- Fluent in English and German
- Excellent communication skills, both verbal and written
- Organizing abilities
- Ability to multi-task and perform under strict deadlines
- Knowledgeable about standard office computer tools (word processing, spreadsheet, presentation software, etc.)
- Knowledgeable about Internet tools (email, browser, search engines, etc.)
- Minimum Associate's Degree in Office Administration and/or Accounting or related field, or equivalent experience
- 1-3 years of relevant experience
- Experience in office administration and support
- Proficient in Microsoft Office, including MSWord, MS Powerpoint, and MS Excel
- Experience in accounts receivable
This is a 1 year contract opportunity.



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