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Office Administrator 

Category Administration  

About Alta:

Alta Planning + Design’s mission is to create active communities where bicycling and walking are safe, healthy, fun, and normal daily activities.  We use the principles of transportation and recreation planning, landscape architecture, traffic engineering, and environmental awareness to design better places to bike, walk, play and live.  Working at Alta allows people to apply their skills and ideas to making the world a healthier, better place. For more information on our company, please visit

Overview of Position:

Alta Planning + Design’s Oakland office is seeking to hire a full-time office administrator, who will report to the Marketing and Administrative Manager. The ideal candidate will be experienced in handling a wide range of administrative tasks and will be able to step directly into this critical position and work independently with little supervision. The ability to interact with staff at all levels in a fast-paced environment—sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality—is crucial to this role. Expert written and verbal communication skills, strong decision-making ability, and attention to detail are equally important. Candidates must be able to prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.

Key Aspects of Position:

  • General office management and support: organization, document filing and archiving, and maintaining office supplies inventory
  • Contracts administration
  • Reception duties - answering multi-line phone, greeting guests, relaying messages
  • Electronic calendar management and scheduling meetings, conference calls, and video conferences, requiring interaction with both internal and external professionals
  • Coordinating day-to day operational needs, such as office shipments and mailings and travel arrangements for staff
  • Executive-level support for senior staff, including assisting with project logistics, professional communications, and some event planning
  • Formatting, copy editing, proofreading

Job Conditions:

  • Job may require local travel
  • Job may require hours that exceed 8 hours per day and/or 40 hours per week
  • May require bending, stooping, lifting up to 25 pounds

Note: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities in order to meet the ongoing needs of the organization.

Alta Planning + Design is proud to be an Affirmative Action/Equal Opportunity Employer and strongly encourages applications from women, minorities, protected veterans and individuals with disabilities.

Position Requirements

Required Skills and Experience:

  • Bachelor’s degree or equivalent experience
  • Minimum four years of professional work experience, particularly in general office management and support, contract administration, building management, and filing and office organization
  • Advanced proficiency in MS Office Suite
  • Self-motivated with demonstrated office organizational accomplishments
  • Strong written and verbal communication capabilities, ability to communicate with and coordinate tasks between remote offices
  • Experience setting up meetings, conference calls, and video conferences, both internally and with clients, using shared calendar and other online systems
  • Superior customer service skills
  • High degree of discretion dealing with confidential information
  • Positive attitude, high energy, ability to adapt quickly, calm under pressure
  • Ability to meet tight and multiple deadlines

Preferred Skills and Experience:

  • Knowledge of and interest in the bicycle and pedestrian planning field
  • Familiarity with contracts administration best practices and/or professional insurance certificate administration process
  • Good eye for professional standards and aesthetics of printed communications
  • Experience assisting  with the creation of PowerPoint presentations, memos, and reports
  • Intermediate to advanced knowledge of Adobe Creative Suite including InDesign, Illustrator and Photoshop
  • Experience using Deltek Vision or other CRM software or database program
Full-Time/Part-Time Full-Time  
Close Date  
Exempt/Non-Exempt Exempt  
Open Date 3/28/2014  
Location Oakland - APD  

This position is currently not accepting applications.

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