Contract Assignment in Newport Beach, CA 100% onsite.
The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role.
- Travel Coordination and PreparationWorks with assigned managers to coordinate travel arrangements, both domestic and international, through our travel agency platform (Navan), according to the Company Travel and Entertainment Policy.
- Arranges cost effective ground transportation, books hotels and manages all logistics.
- Creates final travel itinerary and directions.
- Expense Reports: Travel, Gifts and EntertainmentGathers 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.
- Meeting CoordinationSchedules external and internal meetings, calls and video conferencing across multiple time zones.
- Checks and confirms availability for presenters.
- Coordinates meeting materials printing and distribution.
- Handles meeting logistics and orders meals/refreshments when needed.
- Calendar ManagementMonitors 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.
- Client Servicing and Phone CoverageProvides 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.
- Project and Department ResponsibilitiesCompletes 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 Company applications.
POSITION REQUIREMENTS
- 2 – 5 years of previous administrative experience supporting multiple executives.
- Intermediate to advanced working knowledge of MS Word, Excel and Outlook, Zoom 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.
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