Administrative Assistant
Fremont, CA - United States

We are as invested in your career as you are.
As you navigate through these uncertain times, know that Pinkerton has been a stable, thriving corporation for over 170 years. As recognized leaders around the globe in the corporate risk management industry, you can rest assured that joining us now means moving to a future-looking company. We are here today, will be here tomorrow, and are a thriving community of over 2,000 risk management professionals.

This is just one of the several exciting career opportunities that are currently available.

JOB SUMMARY: We are as invested in your career as you are.
As you navigate through these uncertain times, know that Pinkerton has been a stable, thriving corporation for over 170 years. As recognized leaders around the globe in the corporate risk management industry, you can rest assured that joining us now means moving to a future-looking company. We are here today, will be here tomorrow, and are a thriving community of over 2,000 risk management professionals.

This is just one of the several exciting career opportunities that are currently available.
The Administrative Assistant, assigned to a specific client, will provide support to managers and employees, assisting in daily office needs and managing day to day operations focused on people, access and space. The Assistant will manage the daily operational office needs and handle duties for management.

Essential Functions

  • The functions listed describe the business purpose of this job. Specific duties or tasks may vary and be documented separately. The employee might not be required to perform all functions listed. Additional duties may be assigned, and functions may be modified, according to business necessity.
  • All assigned duties or tasks are deemed to be part of the essential functions, unless such duties or tasks are unrelated to the functions listed, in which case they are deemed to be other (non-essential) functions.
  • Employees are held accountable for successful job performance. Job performance standards may be documented separately, and may include functions, objectives, duties or tasks not specifically listed herein.
  • In performing functions, duties or tasks, employees are required to know and follow safe work practices, and to be aware of company policies and procedures related to job safety, including safety rules and regulations. Employees are required to notify superiors upon becoming aware of unsafe working conditions.
  • All functions, duties or tasks are to be carried out in an honest, ethical and professional manner, and to be performed in conformance with applicable company policies and procedures. In the event of uncertainty or lack of knowledge of company policies and procedures, employees are required to request clarification or explanations from superiors or authorized company representatives.
The Essential Functions Include:
  1. Represent Pinkerton's core values of integrity, vigilance, and excellence.
  2. Interface with, and coordinate activities between, various departments and outside parties.
  3. Coordinate interactions and tasks associated regarding projects;
    1. Assist team members and support staff, as appropriate, in carrying out their respective responsibilities.
    2. Manage and distribute program-relevant information.
  4. Effectively arrange appointments and manage logistics for meetings, conferences, and travel.
  5. Submit personnel online access requests, questions and issues.
  6. Provide team administrative support and handle issue resolution.
  7. Develop and proofread memos, emails, and reports, as needed.
  8. Order and maintain inventory of office supplies and expenses.
  9. Establish and maintain a good rapport with client representatives, outside vendors, and all Pinkerton employees.
  10. Respond to questions and requests for information.
  11. All other duties, as assigned.

Minimum Hiring Standards


Additional qualifications may be specified and receive preference, depending upon the nature of the position.

  • Must have a High School Diploma or GED.
  • Must be willing to participate in the Company's pre-employment screening process including drug testing and background investigation.
  • Must be at least 18 years of age.
  • Must have a reliable means of communication (i.e., email, cell phone).
  • Must have a reliable means of transportation (public or private).
  • Must have the legal right to work in the United States.
  • Must have the ability to speak, read, and write English.

Education/Experience


Bachelor's degree and at least five years of related work experience or an equivalent combination of education and experience sufficient to perform the essential functions of the job, as determined by the company.

Competencies

  • Administrative experience.
  • Solid project management skills.
  • Able to interact effectively at all levels within the organization and across diverse cultures.
  • Serve as an effective team member.
  • Effective written and verbal communication skills.
  • Able to handle multiple tasks with competing deadlines and priorities.
  • Client service and detail orientated.
  • Computer skills; Microsoft Office.

Working Conditions


With or without reasonable accommodation, requires the physical and mental capacity to perform effectively all essential functions. In addition to other demands, the demands of the job include:

  • Must undergo and meet company standards for background and reference checks, drug testing, and behavioral selection survey.
  • Maintain composure in dealing with authorities, executives, clients, staff, and the public occasionally under conditions of urgency and in pressure situations.
  • Exposure to sensitive and confidential information.
  • Regular computer usage.
  • Ability to handle multiple tasks concurrently.
  • Must be able to see, hear, speak, and write clearly in order to communicate with employees and/or customers.
  • Manual dexterity required for occasional reaching and lifting of small objects and operating office equipment.
  • Close and distance vision and ability to adjust focus.
  • Evenings and weekends, as required, to ensure the successful completion of work assignments.
  • Travel, as required.


Pinkerton is an equal opportunity employer and provides equal opportunity to all applicants for all positions without regard to race/ethnicity, color, national origin, ancestry, sex/gender, gender identity/expression, sexual orientation, marital/prenatal status, pregnancy/childbirth or related conditions, religion, creed, age, disability, genetic information, veteran status or any protected status by local, state, federal or country-specific law.

*Current employees include Pinkerton and all Securitas divisions.

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