Administrative Assistant III
4 weeks ago
Administrative Assistant III
West Los Angeles, CA
8-Month Contract
Job ID 2024-9734
Solugenix is assisting a client, a prestigious and large investment management company in their search for an Administrative Assistant III. This is an 8-month contract opportunity based out of West Los Angeles, CA.
The level III Administrative Assistant demonstrates a thorough knowledge of the assigned area and works under direction only as needed. The Assistant provides administrative support to senior managers and may also provide administrative support to a broader department or team. Additionally, the Assistant independently manages a range of tasks and acts as the first point of contact for internal and external queries.
Qualifications:
- Requires 5+ years of experience as an administrative assistant."
- Demonstrates initiative by identifying issues and recommending solutions.
- Demonstrates effective written and oral communication skills with a diverse group of associates and senior business leaders.
- Demonstrates sound judgment in resolving matters of high complexity.
- Demonstrates ability to prioritize assigned work and complete it in a timely manner.
- Demonstrates effective and professional service orientation and builds rapport with internal and external contacts.
- Consistently demonstrates the ability to evaluate and appropriately address privacy and confidentiality concerns when dealing with others.
- Demonstrates in-depth knowledge of Microsoft Office and other relevant software and applies it to work assignments, especially Outlook, Word, Excel, and PowerPoint.
- Demonstrates in-depth knowledge of the department’s function and applies it to work assignments.
Responsibilities:
- Provides administrative support.
- Extensively manages calendars. Plans, negotiates, and schedules meetings to accommodate manager and others. Uses discretion and judgment to determine the priority of meetings.
- Reschedule existing meetings if needed to accommodate meetings with more urgency. Keeps managers informed of upcoming appointments and deadlines.
- Coordinates meetings with internal associates and external contacts. Schedules meeting rooms, visitor passes, and equipment as required. Meets, greets, and escorts visitors, meeting attendees, and candidates. Drafts, collects, and distributes supporting documentation. May compile minutes and distribute follow-up materials as required.
- Manages complex travel arrangements. Reserves transport and accommodations taking into consideration manager preferences, cost, and timing implications. Ensures that managers have the necessary paperwork for travel (tickets, confirmation numbers, visas, itineraries).
- Completes business expense claims promptly and follows up on reimbursements if necessary.
- Produces general correspondence, reports, and presentations. May create documents transcribing from voicemail, recordings, or in-person meetings. Develops appropriate formats and checks for grammar, punctuation, and spelling.
- Manages incoming and outgoing mail and correspondence (post, email, etc.); handles routine issues directly and prioritizes remainder.
- Covers telephones and takes accurate written messages and notes. Provides backup for other administrative assistants.
- Creates and maintains lists, files, and databases to enhance efficiency and productivity.
- Organizes and maintains information that may be sensitive, confidential, or technical. Audits records for discrepancies and reconciles issues as appropriate.
- Identifies opportunities to improve work processes/flow to leverage own and the department’s workload.
- Keeps abreast of internal administrative policies, practices, and guidelines (e.g., conference call and WebEx best practices, travel and expense guidelines, Office Services processes, etc.).
- May order supplies and equipment and handle incoming invoices.
- May track, gather, maintain, and compile market or internal information, and generate reports.
- May conduct basic analysis and auditing.
- May conduct data analyses and present findings using graphs, charts, diagrams, and tables for inclusion in reports, brochures, and presentations.
- May train other administrative support staff on general responsibilities and provide work direction on day-to-day issues.
- Acts as the first point of contact for the team or department. Also,
- Serves as the first point of contact for inquiries. Assesses level of urgency determines business nature and identifies what inquiries need to be directed to particular team members.
- Responds to internal and external queries concerning guidelines, procedures, or operations. Uses knowledge of the function and manager’s role to independently resolve issues for managers, escalating and redirecting more technical inquiries as appropriate.
- Proactively develops relationships with key internal and external contacts to source information or redirect inquiries appropriately.
- May work on special projects as assigned.
- Performs additional responsibilities as assigned.
Pay Range for CA, CO, IL, NJ, NY, WA, and DC: $41.38/hour to $41.38/hour. Starting rate of pay offered may vary depending on factors including but not limited to, position offered, location, education, training and/or experience.
About the Client
Our client is an American financial services company. It ranks among the world’s oldest and largest investment management organizations. They have offices globally.
About Solugenix
Solugenix is an information technology services company known for its deep experience and knowledge in providing comprehensive technology services, solutions, and talent support for companies around the world. The company offers a variety of innovative and talent support solutions to promote growth and innovative advancement to our esteemed clients and candidates. We provide these talent support solutions on a contract, contract-to-hire, and direct hire basis. We also have additional resources from our staffing partners to ensure the right match and expertise for the best result.
For over 50 years, global and local brands have trusted Solugenix as an added resource and partner in taking steps to ensure their immediate and future success. In addition to generating ground-breaking, industry-defining solutions, Solugenix has been delivering the talent and support needed to make it happen. We are dedicated to partnering with clients and candidates whose core values also foster a culture of professionalism, teamwork, and integrity.
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