Administrative Assistant

Administrative Assistant

On-site : Irvine

We are seeking a highly organized Administrative Assistant to support the Controller and Accounting department by handling administrative tasks, managing projects, and assisting with financial documentation.

This role is crucial for ensuring the smooth operation of the team and contributing to the achievement of department goals.

Key Responsibilities :

• Manage administrative tasks such as maintaining the team calendar, scheduling meetings, answering phones, handling requests, and managing correspondence.
• Prepare budget reviews, variance analysis, and perform invoice reviews.
• Support project management efforts by creating workflows, preparing documentation, and tracking progress to meet deliverables.
• Prepare meeting materials, including PowerPoint presentations, for C-level and executive meetings.
• Coordinate department special events such as team lunches, parties, and outings.
• Manage department expenses and receipts using Concur.
• Assist the team in organizing workloads to meet deadlines.

Qualifications :

• 2-5 years of experience in an administrative role, preferably in an Accounting or Finance department.
• Experience in preparing budget reviews, variance analysis, and invoice reviews is highly preferred.
• High School diploma or equivalent.
• Exceptional organizational skills with a proven ability to prioritize tasks.
• Strong written and verbal communication skills, with the ability to interact professionally with all levels of management.
• General knowledge or interest in finance / accounting is a plus.
• Meticulous attention to detail and ability to perform tasks accurately and efficiently.
• Proven ability to provide excellent customer service and solve problems proactively.
• Ability to handle multiple projects while remaining organized and efficient.
• Self-motivated, able to work independently, and as part of a team.
• Demonstrated flexibility and adaptability in a fast-paced environment.
• Proficiency in Microsoft Office (Excel, Outlook, PowerPoint, Word). Experience with Asana, Slack, Concur, and Microsoft Teams is a plus.
• Strong moral compass with the ability to handle sensitive and confidential information with integrity.

Benefits :

• Excellent benefits package including Medical, Dental, Vision, Life Insurance, FSA, 401(k) / Profit Sharing Plan.
• Supplemental health plans, Pet Insurance, Adoption Assistance, and Education Reimbursement
19 days ago