Administrative Assistant

Leading Residential Investment Partner in Newport Beach is adding an Administrative Assistant to their team. This is a full time in office role in Newport Beach. The Administrative Assistant will play an integral role in the daily operations of the company and contribute to its overall success. This position will assist our Executive Assistants and top executives along with back-up support for other senior executives. The Administrative Support Department acts as a cohesive team to ensure the office runs smoothly. Our goal is to ensure a happy and productive work culture.The ideal candidate is a person who enjoys assisting others, has a positive attitude, can work independently, has keen attention to detail, demonstrates reliability, pro-activeness, strong communication, organization, time management techniques, and can work as a team player. The Administrative Assistant will perform the responsibilities generally described below, as well as any additional duties needed to support the overall objectives of the company.Responsibilities: * Manage Office and office related communication. * Assist with travel arrangements. * Assist with expense reporting through Certify. * Assist in managing email communication. * Assist in calendar schedules for top company executives using Outlook, Teams and Zoom. * Schedule and assist in the preparation of meetings and manage action items through completion. * Produce reports and meeting materials via PowerPoint and other Microsoft programs. * Act as point of contact between office staff, executives and internal or external partners. * Arrange inter office events, or meetings by arranging facilities and catering, issuing information and invitations, and controlling event budget. * Assist in answering company phones. * Maintain conference rooms and conference room schedules. * Monitor and order parking cards, office supplies & office machines supplies. * Scheduling delivery services, Fedex, UPS & Eclipse. * Maintain company contact list.Qualifications: * 3+ years as an Administrative Assistant with 5 or more supporting a VP-level or above. * Strong interpersonal skills and emotional intelligence. * Advanced to expert Microsoft skills including Word, Excel, Outlook, PowerPoint, Adobe Acrobat Pro. * Proficiency using conferencing systems including, Outlook, Microsoft Teams and Zoom * Expert-level written and verbal communication skills. * Excellent organizational skills, with a strong attention to detail. * Exceptional ability to independently prioritize and accomplish work within time constraints. * Strong analytical and problem-solving skills. * Ability to act with integrity, professionalism, and confidentiality.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. For unincorporated Los Angeles county, 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.

Created: 2025-02-27