Administrative Assistant (Onsite)

Company: Elite
Location: Newport Beach
Posted on: January 20, 2023

Job Description:

Job DescriptionAdministrative Assistant Type: Direct HireSalary: $89,500 annualLocation: in-office Orange CountyHybrid 4-days in office/1-day WFH** Pre-employment criminal screen, drug screen, education verification and employment verifications are required to pass before clearing to startJob Description: The Administrative Assistant role provides challenge, diversity and opportunity. This is a fast-paced environment that requires individuals to be self-starters, highly professional, organized and detail oriented. We look for candidates who are collaborative, inclusive, effective communicators and exercise good judgement across all responsibilities. We encourage individuals to take ownership and initiative, and bring forth creative ideas and solutions.This role is required to work onsite in corporate offices located in Orange County, CA.

Calendar Management

• Heavy calendar management for multiple executives with competing priorities according to their preferences
• Effectively prioritizes meetings and proactively identifies and resolves calendar conflicts
• Communicates effectively and keeps managers' calendars well organizedMeeting Coordination
  • Schedules external & internal meetings, calls and video conferencing with multiple time zones and participants
  • Communicates with assistants across departments and offices to check and confirm availability for participants
  • Coordinates meeting materials, printing and distribution in accordance with firm-wide deadlines
  • Handles all aspects of meeting logistics (i.e. VC details, conference rooms, A/V assistance, catering)Travel Coordination and Preparation
    • Coordinates complex international and domestic travel arrangements through our online booking tool and travel agency according to the company travel and expense policy
    • Arranges cost effective ground transportation, books hotels and manages all logistics
    • Creates final travel itinerary, including detailed information on client meeting​Expense Reports: Travel, Gifts and Entertainment
      • Gathers business documentation to prepare monthly expense reports
      • Prompts managers after travel, meetings and events for proper documentation
      • Prior to travel or events, obtains policy exception approvals and compliance pre-approvals
      • Processes monthly detailed expense reports through the firm expense management system
      • Reconciles monthly expenses with corporate credit card statements to ensure balances are paid in full, and follows up with managers for personal payments when needed
      • Monitors and tracks all expense reports submitted until final paymentInternal and External Client Servicing and Phone Coverage
        • Communicates clear and accurate details along with timely follow-up to emails and ad hoc requests
        • Creates follow up correspondence according to the requirement of each individual
        • Provides excellent client service both internally and externally
        • Handles a high volume of phone calls and escalates matters appropriatelyProject and Department Responsibilities
          • Completes assigned projects on time and with accuracy
          • Interacts with senior management & assistants from other departments to support all business needs as a team
          • Supports individuals with any projects or events using a variety of firm tools and applications
          • Assist with general administrative tasks including preparing correspondence, data entry, maintaining client contact informationPOSITION REQUIREMENTS
            • 2 - 5 years of previous administrative experience supporting multiple individuals
            • Intermediate to advanced working knowledge of MS Word, Excel and Outlook required.
            • Must possess strong written and verbal communication skills, including exceptional telephone management and the ability to prepare professional correspondence
            • Must be able to adapt to changing situations with minimal notice and guidance.
            • Two–year college degree is preferred but not required.Soft skills: Self-starter, action oriented, quick learner, able to multitask, highly organized, excellent attention to detail, customer focused, problem solver, good follow up skills, strong relating skills, able to prioritize, team player.

Keywords: Elite, Newport Beach , Administrative Assistant (Onsite), Administration, Clerical , Newport Beach, California