Seeking a high level senior administrative assistant for a well established company in the financial services industry. Must have experience supporting C-suite executives and have International travel booking experience.
Full time – This role is required to work onsite in Newport Beach, CA.
Pay $80-85K
The 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 encourage individuals to take ownership and initiative, and bring forth creative ideas and solutions. We look for candidates who are team oriented, collaborative, inclusive, and enjoy multi-tasking a diverse workload.
1. Travel Coordination and Preparation
· Works with assigned managers to coordinate travel arrangements through our travel agency according to the Travel and Entertainment Policy.
· Arranges cost effective ground transportation, books hotels and manages all logistics.
· Creates final travel itinerary and directions.
2. Expense Reports: Travel, Gifts and Entertainment
· Gathers emails, calendar schedules and compliance approvals to prepare monthly expense reports.
· Prompts managers after travel, meetings and events to include all proper documentation and approvals well in advance.
· Processes monthly detailed expense reports through the Concur system.
· Reconciles monthly expenses with corporate credit card statements to ensure balances are paid in full, and following up with managers for personal payments when needed.
· Monitors and tracks all expense reports submitted until final payment.
3. Meeting Coordination
· Schedules external and internal meetings, calls and video conferencing.
· Checks and confirms availability for presenters.
· Coordinates meeting materials printing and distribution.
· Handles meeting logistics and orders meals/refreshments when needed.
4. Calendar Management
· Monitors multiple calendars and alerts managers as meetings occur according to their preferences.
· Creates, accepts and changes meetings according to each manager’s preference.
· Communicates effectively, keeps managers’ calendars well organized, and properly screens meetings.
5. Client Servicing and Phone Coverage
· Provides excellent client service and phone skills.
· Manages telephone calls and handles requests and escalates urgent matters with urgency.
· Creates follow up correspondence according to the requirement of each manager.
6. Project and Department Responsibilities
· Completes assigned projects on time and with accuracy.
· Liaises with assistants from other departments to support all business needs as a team.
· Supports managers with any projects or events, using Excel, PowerPoint and other applications.
POSITION REQUIREMENTS
· 2 – 5 years of previous administrative experience supporting multiple executives.
· 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 write emails.
· 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
Interested? Please send your resume to [email protected]
Ultimate Staffing
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