About the Role

Robert Half is proud to partner with a well-established public sector organization dedicated to regional water supply and conservation initiatives across the Bay Area. We are seeking a meticulous and service-oriented Administrative Assistant to join this impactful team in San Mateo, California. This full-time position offers a unique blend of traditional administrative duties and support for community-driven water conservation programs that benefit residents, businesses, and public agencies throughout the region. If you thrive in dynamic environments where organization meets purpose, this role provides an excellent platform to contribute to environmental sustainability while honing your administrative expertise.

Reporting directly to the Office Manager, the Administrative Assistant will be the backbone of daily operations, supporting multiple departments, leadership, and external stakeholders. From managing high-volume inquiries and coordinating events to maintaining critical records and assisting with public outreach, this position demands a proactive professional passionate about public service. With Robert Half's renowned placement services, you'll gain access to a rewarding opportunity in a mission-driven organization committed to water resource management and conservation education.

Key Responsibilities

Administrative Support

• Deliver comprehensive administrative support to streamline office operations and enhance productivity across teams.
• Efficiently respond to and resolve inquiries from internal staff, leadership, public officials, partner agencies, media, vendors, and the general public.
• Handle incoming calls with professionalism, directing them appropriately to ensure seamless communication.
• Greet visitors warmly, creating a welcoming environment while managing incoming and outgoing mail distribution.
• Oversee preventive maintenance schedules, service calls, and inventory tracking for all office equipment to minimize downtime.
• Monitor office supply inventory levels, place orders, and expedite deliveries to maintain operational continuity.

Organization and Coordination

• Maintain organized filing systems for vendor contracts, documentation, and other critical records, ensuring easy retrieval and compliance.
• Manage and distribute calendars for staff, board meetings, and agency events to facilitate smooth scheduling.
• Draft, edit, proofread, and distribute professional correspondence, reports, and internal communications.
• Coordinate comprehensive meeting logistics, including venue reservations, setup for onsite and offsite events, and material preparation.
• Assist in assembling and distributing agendas and materials for board and committee meetings, supporting governance processes.
• Contribute to special projects involving data collection, tracking, progress monitoring, and detailed reporting.
• Perform additional administrative tasks as needed to support the team's success.

Required Qualifications

To excel in this Administrative Assistant role, candidates should possess:

• A high school diploma or equivalent; an associate's or bachelor's degree in business administration, public administration, or a related field is highly preferred.
• At least 2 years of proven experience in administrative support, office management, or a similar role, ideally in public sector, non-profit, or environmental organizations.
• Advanced proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint for document creation and data management.
• Exceptional verbal and written communication skills, with the ability to interact professionally with diverse stakeholders.
• Strong organizational skills, attention to detail, and the capacity to multitask in a fast-paced environment.
• Demonstrated customer service experience, particularly handling public inquiries and visitor management.
• Familiarity with inventory management, event coordination, and filing systems; experience with conservation or public outreach programs is a plus.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility to adapt to varying departmental needs and support special projects.

This role is ideal for detail-oriented professionals eager to make a tangible impact on Bay Area water conservation efforts while advancing their administrative career.

Why Join Us

Joining this team through Robert Half means more than just a job—it's a chance to align your skills with meaningful work in environmental sustainability. Enjoy competitive compensation at $33.25 per hour (approximately $69,000 annually based on full-time status), alongside the satisfaction of supporting vital community programs. Benefit from a collaborative workplace, professional growth opportunities, and the prestige of contributing to regional water initiatives. Robert Half provides unparalleled support, connecting you with top employers and career advancement paths. Apply today to become part of this dynamic public sector organization in San Mateo, CA, and help shape a sustainable future for the Bay Area.

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