Arellano Associates employs energetic, highly motivated and tech-savvy individuals who are dedicated to public service. As a premiere consulting firm in Southern California, AA offers the latest advancements in public outreach, communications and technology tools. Our employees enjoy a progressive, positive and challenging work environment that fosters excellence and ongoing learning.

available positions


Administrative Assistant, Chino Hills, CA

We are currently seeking a part-time (approximately 20 hours per week) energetic and experienced Administrative Assistant to join our team! You will be responsible for managing the front desk, answering phones, mail distribution, purchasing supplies, filing, running errands and other administrative assistant duties.

Key responsibilities include:

  • Manage multi-phone line system

  • Know co-workers daily schedules in order to relay proper information to team members’ executives and guests

  • Multi-task between 3 office locations

  • Filing as needed

  • Manage email and voicemail correspondence

  • Process incoming USPS and distribute to staff

  • Manage visitors

  • Manage project equipment check-in and check-out

  • Purchase project refreshments and supplies for meetings/events

  • Purchase supplies for AA Main, CHEO & Roswell offices on a weekly basis

  • Run errands as needed

  • Assist staff with internal meetings and event preparations

  • Cover for Office Manager on days off and or vacation (full day coverage required)

  • Maintain office cleanliness

  • Manage office equipment maintenance

Qualifications:

  • Ability to learn company systems

  • Ability to prioritize and multi-task

  • Strong organizational skills

  • Deadline and detail oriented

  • Working knowledge of Microsoft Office, including Outlook, Word and Excel


Invoice/Administrative Assistant, Chino Hills, CA

Arellano Associates is currently seeking an energetic and experienced Invoice/Administrative Assistant to join our team! You will be responsible for working closely with our Invoice Specialists to produce top quality client invoices on a monthly basis. You will also be responsible to assist with administrative duties.

Key responsibilities include:

  • Support Invoice Specialists

  • Produce Invoices and all supporting back-up documentation

  • Prepare mileage logs, TEC forms, maps, timesheets, and other documents as needed

  • Email correspondence/communication with clients and primes

  • Send invoices electronically to clients and process invoices through our internal system

  • Filing of invoices and contracts

  • Internal management of project direct costs (receipts, vendor invoices etc.)

  • Enter receipts into timekeeping system – as needed

  • Manage billable rates in timekeeping system

  • Monthly fee schedule management

  • Complete and submit personnel requests to add staff to projects

  • Update Project Information Sheet (PIS) – as needed

  • Create and maintain calendar invites for projects with specific billing periods and submittal dates

  • Maintain contracts files and keep only current/active project files in file drawer. Box and properly record files for off-site storage

Qualifications:

  • Ability to learn company systems

  • Proficient in Microsoft Excel

  • Working knowledge of Microsoft Office, including Outlook and Word

  • Ability to prioritize and multi-task

  • Strong organizational skills

  • Strong communication skills

  • Deadline and detail oriented


How to Apply

Applicants should send a resume and cover letter (include design portfolio if applicable) outlining how they meet the specific requirements of the position to careers@arellanoassociates.com