Administrative Assistant

Location: Irvine, California
Posted On: 5/12/2017
Job Code: 3789_ADMIN_2CA
Job Description
Role: Administrative Assistant
Duration: 4 months contract with possible extension
Location: Preferably Newport beach office, but open to LA office location as well.

Newport beach office: Irvine CA 92614
LA office: Los Angeles, CA 90067

Position summary: Our Client is seeking an Administrative Assistant to join their Marketing team and contribute to the overall success of the group by providing ongoing administrative support. Primary responsibilities are to support the operational day to day duties of Client’s Head of Global Marketing Operations and Head of Brand Marketing and their respective teams. All tasks, responsibilities and assignments must be completed with the highest level of quality and confidentiality. The ideal candidate should have an exceptional level of customer service and problem solving skills, the ability to work well in teams, manage change and possess excellent communication skills.

Key responsibilities and duties:
• Scheduling and calendar management, as well as follow-up calls, confirmations and distribution of meeting materials
• Coordinating team meetings, miscellaneous presentations, training sessions and other team events and activities
• Arranging office facilities – scheduling meeting rooms/audio-visual conference calls/recordings/catering as needed
• Coordinating travel arrangements
• Preparing and submitting expense reports; approving expense reports
• Running and preparing reports
• Addressing general employee questions and inquiries
• Compiling information and populating PowerPoint presentations
• Ordering office supplies and equipment, and acting as liaison for equipment maintenance issues
• Maintaining organization charts and distribution lists
• On-boarding new hires and off-boarding departing team members
• Managing time-keeping
• Researching administrative matters and referring questions and issues to appropriate staff or department for further information and problem resolution.
• Managing delivery of mail and incoming correspondences
• Updating/Maintaining team SharePoint sites, admin folders and miscellaneous tracking systems
• Acting as liaison for vendors and ensuring payment of office-related invoices
• Creating internal/external correspondence using MS Office tools (Word, Excel, PowerPoint, etc.)
• Assisting the group with invoicing and billing and other duties as needed.
• Assist with ad hoc projects and annual initiatives.

Required Skills:
• 2-5 years of administrative experience required
• High school diploma required
• Proficiency in MS-Office Professional: Outlook, Word, Excel and PowerPoint
• Strong organizational and time management skills
• Ability to maintain high integrity and confidentiality

Desired Skills:
• Bachelor’s Degree
• SharePoint, Concur, and other HR System knowledge
• Able to multi-task and perform tasks in a fast-paced, team oriented environment with high accuracy
• Excellent oral and written communication skills
• Ability to manage multiple working relationships with professionalism
• Detail oriented and proactive
• Strong interpersonal skills and ability to apply them to all levels internally and externally
• Team player, self-starter, flexible with time
• Ability to step outside of the scope and accountability of principal responsibilities
Category:IT  code:new
Job Requirements
Training, MS Office, MS Word, Management, STE, Marketing, MS Excel, MS Outlook

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Contact Details
Sagar Patel
E-mail Address