Administrative Assistant

Job Description

Leading Financial Services organization is adding an Administrative Assistant to their team. This position provides administrative, secretarial and HR support for the Newport Beach office along with some support for other offices.

This is a fast-paced environment which requires a high degree of professionalism, organization, and detail orientation, coupled with the ability to multitask, and prioritize.

We encourage and appreciate taking initiative, bringing forth creative ideas, and taking ownership. We are looking for team-oriented candidates who are highly professional and value diversity in their everyday workload.

Duties & Responsibilities :

• Assume front desk duties, greet office visitors, and refer them to appropriate staff members.
• Schedule and organize complex activities such as meetings, travel, conferences, employee engagement activities, office functions and department activities across the organization.
• Provide executive support to members of the Senior Leadership Team with their calendars, travel bookings and completing expenses in Concur.
• Assist the People and Culture team with a wide range of responsibilities, such as : recruitment coordination, organization of employee files and performance management coordination.
• Plan and organize in-office employee events such as health fair events, flu clinics, DEI events, etc. Assist with meal setup / breakdown for large meetings.
• Manage and update annual labor law posters and ensure successful delivery of posters to other US offices.
• Assist with administering People & Culture related trainings (e.g. DEI training, sexual harassment, etc.)
• Create and develop visual presentations for SLT leaders.
• Maintain subscriptions and sort and distribute mail.
• Prepare conference room for internal and external client meetings.
• Coordinate office furniture ordering and logistics.
• Act as building management liaison which includes emergency response coordinator, CPR, and safety training (e.g. COVID safety).
• Act as project manager for special projects, which may include planning and coordinating multiple presentations and disseminating information.

Skills & Requirements :

• Bachelor's degree or combination of relevant experience and education.
• Must have knowledge of office administrative procedures, at a level generally acquired through 3-5+ years related experience.
• Must have knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software.

Word, Excel, Outlook and PowerPoint required.

• Must have experience using Concur.
• Must have a high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact, and diplomacy.
• Some analytical ability is required to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
• Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
• Ability to work on multiple projects in a deadline driven environment and strong organization skills.
• Ability to interface with multiple levels of leadership and management.
• Strong organizational skills.
• Commitment to providing excellent customer service internally and externally while maintaining an approachable demeanor.

Working Conditions : The Administrative Assistant will work indoors in an air-conditioned office building and must be able to remain stationary at a desk and computer for a majority of the day.

Must work in person in the office 3 days per week.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gend

To apply please email your resume to ekrueger@ultimatestaffing.com