Senior Executive Assistant

11 hours ago

Newport Beach, United States Ultimate Staffing Services Full time
Job DescriptionJob Description

Executive Assistant III

Duration: 6 Months, Temp to Hire

Location: Newport Beach, CA and HYBRID

Pay Rate: $35.00-$48.27/hour

**Must be local to the Newport Beach office. Hybrid role**

JOB DESCRIPTION

The Senior Executive Administrative Specialist will be responsible for a broad range of administrative and technical duties in support of the Institutional Division. This person will be the primary administrative support for our Head of Institutional Retirement Solutions and other senior staff. We are seeking a candidate who can maintain a positive and professional attitude under pressure, with the flexibility to adapt to changing priorities in a deadline driven environment.

How you'll help move us forward:

  • Calendar management utilizing Microsoft Outlook; must be flexible with last minute schedule changes and urgent meeting requests
  • Coordinate conference/meeting room set-up, order catering, and make logistical arrangements including ensuring audio/video equipment is functioning properly in advance of meetings
  • Ad-hoc administrative projects and general administrative support
  • Use Concur to arrange and maintain travel plans and itineraries
  • Use Concur to assist with the timely submission of expense reports and all appropriate follow-up work
  • Processing invoices from external parties
  • Screening and handling of telephone calls

The experience you bring:

  • 5+ years administrative experience supporting senior level executives and general administrative support
  • Proficiency in Microsoft Office 365 applications (Outlook, Word,Excel, and PowerPoint) and Adobe Acrobat
  • Approachable, professional and self-motivated individual with a positive and can-do attitude
  • Ability to make independent decisions regarding planning, organizing and scheduling work
  • Must have exceptional organizational skills, be able to prioritize and handle multiple tasks, think independently, maintain confidentiality, use discretion, able to handle time sensitive projects and adapt to changes quickly
  • Excellent problem solving and administrative skills to handle a wide variety of complex situations
  • Ability to resolve conflicts involving specific administrative responsibilities
  • Must be extremely detailed-oriented and use sound judgment
  • Excellent oral and written communication skills, ability to work well with all levels of people within the organization, inter-department coordination and organization skills
  • Ability to maintain a calm and diplomatic manner
  • Must be able to work occasional overtime as required

TECHNICAL SKILLS

Must Have

  • Excellent oral and written communication skills, ability to work well with all levels of people within the organization, inter-department coordination and organization skills
  • Must have exceptional organizational skills, be able to prioritize and handle multiple tasks, think independently, maintain confidentiality, use discretion, able to handle time sensitive projects and adapt to changes quickly
  • Proficiency in Microsoft Office 365 applications (Outlook, Word, Excel, and PowerPoint) and Adobe Acrobat

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. To the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

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