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 meetingExpense 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
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