Administrative Assistant

3 weeks ago

Irvine, United States JWilliams Staffing Full time

JWilliams Staffing (JWS), an OC Register Top Workplace, based in Irvine, CA. is the nation’s largest recruitment agency dedicated to the Real Estate industry. Since its establishment in 2004, JWS has created over 22,000 thriving careers, serving more than 9,000 new home builders, property management companies, and industry partners through innovative staffing solutions.


Job Title: Senior Administrative Assistant – Marketing Department


  • Irvine Corporate Office, onsite, not a hybrid or remote position
  • M-F 8am to 5pm, full time with benefits
  • $24-$25 hr.


Job Summary: Join our dynamic team as a Senior Administrative Assistant and play a pivotal role in supporting the efficient operations of our back-office departments (marketing and recruitment) and executive team. As a crucial member of our team, you'll handle a variety of administrative tasks with precision and professionalism.



Essential Duties & Responsibilities:


General Office:

  • Greet visitors and clients warmly, directing them as necessary.
  • Manage incoming calls, screening when needed.
  • Resolve administrative inquiries promptly.
  • Handle incoming and outgoing mail and packages.
  • Maintain the professional appearance of office spaces.
  • Assist with scheduling, document production, and travel arrangements.
  • Support CEO with external communications and follow-ups.
  • Maintain inventory and organize office materials.
  • Assist in generating analytics reports.
  • Prepare various documents, including training materials and strategy documents.
  • Support corporate management with diverse tasks and projects.


Marketing & Recruitment:

  • Post job ads and update job ad spreadsheets.
  • Coordinate with managers to update job ad listings.
  • Manage website contact form submissions.
  • Assist in drafting responses to online reviews.
  • Handle vendor management and invoicing.
  • Maintain employee referral program.
  • Participate in weekly strategy meetings and provide summaries.


Required Education & Experience:


  • At least 2 years in a role requiring experience with Microsoft Office suite (especially Excel) or similar software knowledge and experience required.
  • Experience in marketing, administration, administrative, operations a plus
  • Proven experience in an administrative capacity, executive assistant experience preferred.
  • High School Diploma or GED required; four-year college degree preferred.


Required Skills & Abilities:


  • Ability to handle sensitive information with confidentiality and be professional.
  • Strong organizational skills with an attention to detail and the ability to work independently with minimal supervision.
  • Superior communication skills, both verbal and written.
  • Ability to work well and thrive in a fast-paced environment.
  • Proficiency in Microsoft Office Suite/Office 365.



EOE

  • Administrative Assistant

    1 month ago

    Irvine, United States TD Architects, Inc. Full time

    Company Description TD Architects, Inc. is an architectural firm founded by Principal Tony Dabaghy in Irvine, CA. We are committed to providing responsive and exceptional service to our clients, and strive for long-lasting business relationships centered around cost-effective and sustainable environments. Our expertise spans various industries including...

  • Administrative Assistant

    1 month ago

    Irvine, United States TD Architects, Inc. Full time

    Company Description TD Architects, Inc. is an architectural firm founded by Principal Tony Dabaghy in Irvine, CA. We are committed to providing responsive and exceptional service to our clients, and strive for long-lasting business relationships centered around cost-effective and sustainable environments. Our expertise spans various industries including...

  • Administrative Assistant

    1 month ago

    Irvine, United States TD Architects, Inc. Full time

    Company Description TD Architects, Inc. is an architectural firm founded by Principal Tony Dabaghy in Irvine, CA. We are committed to providing responsive and exceptional service to our clients, and strive for long-lasting business relationships centered around cost-effective and sustainable environments. Our expertise spans various industries including...

  • Administrative Assistant

    2 weeks ago

    Irvine, United States Iris Technology Corp Full time

    **About Us**: Iris Technology Corporation is a dynamic engineering company dedicated to our people first moto. Our team is committed to excellence, innovation, and making a positive impact in Aerospace and DoD industries. **Position Overview**: Temp to Hire Position. We are seeking a proactive and organized Administrative Assistant to provide comprehensive...

  • Administrative Assistant

    1 week ago

    Irvine, United States NTS Geotechnical Full time

    Company DescriptionNTS Geotechnical / Engineering is small engineering consulting firm. Currently the company has no physical office and all employees work remotely.Role DescriptionThis is a full-time remote role for an Administrative Assistant. The Administrative Assistant will be responsible for a variety of tasks including answering phone calls, preparing...

  • Administrative Assistant

    2 weeks ago

    Irvine, United States Mission Staffing Full time

    Our client, a global law firm, is seeking an Administrative Assistant to join its growing team. This individual will report directly to the Chief Recruiting Officer and support a team of six recruiters. Responsibilities include managing calendars, scheduling interviews, maintaining recruiting documents, and assisting with expense and budgeting. Previous...

  • Administrative Assistant

    2 weeks ago

    Irvine, United States Iris Technology Corp Full time

    Job DescriptionJob DescriptionSalary: 19.50 - 25.00/HrAbout Us:Iris Technology Corporation is a dynamic engineering company dedicated to our people first moto. Our team is committed to excellence, innovation, and making a positive impact in Aerospace and DoD industries.Ideal Candidate:The ideal candidate has an "in the arena" mentality. We are a small...

  • Administrative Assistant

    1 week ago

    Irvine, United States Express Employment Professionals – Irvine, CA Full time

    Express Employment Professionals, Irvine is seeking an Administrative Assistant for a consumer products manufacturing company in the Irvine, CA area. Our client has a 25-year history of producing high quality health food products distributed in the US and across the globe. This is a full-time, permanent opportunity. Base compensation starts at $24.00 to...

  • Administrative Assistant

    1 week ago

    Irvine, United States Express Employment Professionals – Irvine, CA Full time

    Express Employment Professionals, Irvine is seeking an Administrative Assistant for a consumer products manufacturing company in the Irvine, CA area. Our client has a 25-year history of producing high quality health food products distributed in the US and across the globe. This is a full-time, permanent opportunity. Base compensation starts at $24.00 to...

  • Administrative Assistant

    1 week ago

    Irvine, United States Brown & Streza LLP Full time

    Job DescriptionJob DescriptionAt Brown & Streza, we offer a collaborative work environment with many opportunities for career growth along with a variety of perks and benefits to support and enhance our team’s experience. In addition to health and wellness benefits, we offer weekly lunches, monthly birthday celebrations, monthly in-office massages, and an...

  • Administrative Assistant

    4 hours ago

    Irvine, United States O'Hagan Electric Full time

    **O'Hagan Electric** in **Orange County, CA** is looking to hire a **full-time Administrative Assistant** to help with a variety of clerical tasks in our office. Are you organized and adaptable? Would you like to work for an **ever-growing company** that **values integrity and hard work**? If so, please read on! **ABOUT O'HAGAN ELECTRIC** O'Hagan Electric...

  • Administrative Assistant

    3 weeks ago

    Irvine, United States Brundo Law, APC Full time

    About UsWe are a progressive and expanding Workers’ Compensation Defense firm focused on innovative advocacy to drive effective and efficient outcomes for our clients. At our core, we believe each case is unique and treated as such, fostering a collaborative and credible environment that promotes professional excellence and upholds the highest standards of...

  • Administrative Assistant

    3 weeks ago

    Irvine, United States Brundo Law, APC Full time

    About UsWe are a progressive and expanding Workers’ Compensation Defense firm focused on innovative advocacy to drive effective and efficient outcomes for our clients. At our core, we believe each case is unique and treated as such, fostering a collaborative and credible environment that promotes professional excellence and upholds the highest standards of...

  • Administrative Assistant

    3 weeks ago

    Irvine, United States Brundo Law, APC Full time

    About UsWe are a progressive and expanding Workers’ Compensation Defense firm focused on innovative advocacy to drive effective and efficient outcomes for our clients. At our core, we believe each case is unique and treated as such, fostering a collaborative and credible environment that promotes professional excellence and upholds the highest standards of...

  • Administrative Assistant

    1 month ago

    Irvine, United States KYOCERA Document Solutions America, Inc. Full time

    Overview: When you join Kyocera Document Solutions West, Inc. you are joining an organization that is deeply rooted in the Philosophy of “doing what is right as a human being”. Through this Philosophy, our employees are passionate about providing best in class customer service through efficiency, accountability, and a sense of urgency all while putting...

  • Legal Administrative Assistant

    4 weeks ago

    Irvine, United States Ultimate Staffing Services Full time

    Seeking a Legal Administrator to be a part of a large organization in Irvine. The ideal candidate will have 5 years of experience in supporting a legal team within a corporate structure and familiarity with legal contract management and supporting an Administrative Assistant, Legal, Administrative, Assistant, Staffing

  • Administrative Assistant

    5 days ago

    Irvine, United States Glidewell Dental Full time

    **Essential Functions**: - Processes Jimmy G’s payroll deduct access for applicable new hires. - Serves as alternate parking representative during New Hire Orientation; presents parking presentation and parking lot assignments as needed. - Submits Jimmy G’s account balance to payroll for termed employees. - Assists with vending/cafeteria deposits as...

  • Administrative Assistant

    5 days ago

    Irvine, United States Dexafit Orange County Full time

    Are you passionate about health and wellness? Do you thrive in a fast-paced environment where you can make a difference? Join our team as an Administrative Assistant in the exciting field of preventative wellness and health optimization! We're seeking a detail-oriented individual with exceptional organizational skills to support our mission of promoting...

  • Administrative Assistant

    1 month ago

    Irvine, United States Partners4Wellness Full time

    **SALARY**:$20/hr **AVAILABILITY**: Immediate - Until Filled / Part-Time ***: A leading Orange County Nonprofit Organization is seeking an administrative assistant to work with an elite and highly dedicated professional team in our Irvine office. Partners4Wellness has been providing the highest quality education, prevention, and mental wellness services in...

  • Administrative Assistant

    2 weeks ago

    Irvine, United States Walker Consultants Full time

    **Administrative Assistant** Work Location: 8935 Research Drive, Suite 200, Irvine, CA 92618 Employment Type: Full-Time (40 hours per week; M-F) **Your Role at Walker** Do you thrive in a fast-paced environment and enjoy tackling a variety of tasks? Are you a highly motivated and organized individual with a keen eye for detail? If so, we want to hear...