Administrative Assistant II

4 weeks ago

Irvine, United States In-N-Out Burgers Full time
Description & Requirements

Come join our family at In-N-Out Burger

We have an excellent opportunity for a full time Administrative Assistant II in the Events Department, located in the Irvine, CA office. This position will provide high-level administrative support to the Event Department Manager as well as the department needs for the Events teams. The Administrative Assistant II will:

General Responsibilities

  • Be responsible for all administrative tasks to the Events Department Manager
  • Support the Events Department Manager with calendar management including scheduling, reserving meeting space, inviting appropriate attendees, agenda content, and various meeting prep
  • Perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings, including department-wide meetings
  • Coordinate all travel arrangements for Events Department Manager including purchasing flights, rentals cars, hotel accommodations, etc.
  • Work closely with Events Department Manager and Accounting on department invoicing and budget management
  • Reconcile the Events Department Manager company credit expense reports on a monthly basis
  • Be available to assist with questions or concerns fielded towards the Events Department Manager and when necessary, relay information to the appropriate person
  • Support with receiving phone calls and emails for various "all-hands" company events and keep Events Department Manager informed of any important messages that are received
  • Assist with various vendor or internal partner communications and mailings
  • Support with the planning of Event Department gatherings, including bi-monthly department meetings, leadership lunches, and annual Team Building activity
  • Prepare meeting booklets for c-level meetings
  • Oversee the use of department vehicles (maintenance, mileage log, car washes. Etc.)
  • Responsible for the distribution and reconciliation of vendor gift cards
  • Strive to develop strong working relationships with many individuals throughout the company as an extension of the Events Department Manager and the Events department as a whole

Work Schedule + Benefits

  • Full-time, Hourly, Non-Exempt
  • Office Hours: Monday-Friday, 8:00 am-5:00 pm
  • Pay Range is $25.80 - $31.00 an hour

The above represents the expected pay range for this job requisition. Ultimately, in determining your pay, we will consider your experience and other job-related factors

  • Department needs may call for occasional overtime
  • Occasional on-site presence required at local events to support Events Department Manager , VIPs and Executives
  • Ability to travel, if requested
  • Excellent Benefits, to include Medical, Dental, Vision, Life Insurance, Profit Sharing Plan and 401(k) Plan

Job Requirements:

Qualifications

  • Strong understanding of In-N-Out Burger culture and history
  • Minimum five (5) years experience in a high level administrative or Executive Assistant position, providing high-quality administrative and clerical assistance to top-level executives
  • Travel booking and planning experience
  • Knowledge of and experience with Hospitality and Events terms are highly desirable
  • Proven ability to work on multiple projects simultaneously while remaining organized, detailed, and flexible; Strong organizational tendencies with thorough execution
  • Excellent knowledge of MS 365 and Office Suite (Word, Excel, PowerPoint)
  • Ability to thrive in a fast paced and high pressure environment with a passion for processes and systems
  • Friendly demeanor and positive attitude. Must be able to "smile with your voice" and be customer service oriented
  • Excellent written and verbal communication skills
  • Ability to communicate and interact professionally with all levels of management
  • Act as a trusted partner to management, displaying the highest levels of integrity and confidentiality
  • Proven history of providing outstanding customer service while proactively troubleshooting and problem solving
  • Ability to work autonomously/independently, yet be an integral part of an overall team environment
  • Desire to learn constantly, and willingness to try new approaches to administration

ABOUT In-N-Out Burger

In-N-Out Burger was founded in 1948 by Harry and Esther Snyder in Baldwin Park, California, and remains privately owned and operated. Under the direction of the Snyder family, the company has opened restaurants throughout California, Nevada, Arizona, Utah, Texas, Oregon, Colorado, and Idaho. In-N-Out Burger's menu has remained the same since 1948, and we have maintained a simple philosophy - serve only the highest quality product, prepare it in a clean and sparkling environment, and serve it in a warm and friendly manner. We have built a reputation for fresh, made-to-order foods prepared and served by friendly, well trained Associates.

In-N-Out Burger offers a competitive salary and comprehensive benefit package. We are an Equal Opportunity Employer by choice. Should there be a need, In-N-Out Burger will provide a reasonable accommodation to complete the interview process upon request.

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