Careers

Administrative Assistant

    • Job Tracking ID: 512865-738853
    • Job Location: Brea, CA
    • Job Level: Mid Career (2+ years)
    • Level of Education: BA/BS
    • Job Type: Full-Time/Regular
    • Date Updated: July 31, 2020
    • Years of Experience: 5 - 7 Years
    • Starting Date: ASAP
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Job Description:

The Administrative Assistant serves as the primary point of contact for internal and external constituencies on matters pertaining the multiple Partners within the Firm.  The Administrative Assistance serves as a liaison to the management team. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Administrative Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Essential Functions:

  • Client Contact: screen phone calls, communicate client messages, and following up with clients, when appropriate.
  • Composing/preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Processes time and expense reports accurately and timely, and manages expenses and reimbursements.
  • Creates and maintains filing systems.
  • Scanning of daily documents into virtual storage.
  • Develops and produces presentations when needed
  • Coordinate with the other Admin Assistant to relieve the receptionist when needed
  • Provides a bridge for smooth communication between the Partners and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Provides meeting, conference, and special event coordination, including: reserving conference rooms, teleconference setup, video conference setup, email announcement to meeting participants, procurement of audio/visual aids, and food and beverage service.
  • Bookkeeping for client projects as assigned
  • Monthly Billing
  • Assembling of Tax Returns and Financial Statements
  • HOC Prpjects

Experience and Skills:

QUALIFICATIONS GUIDELINES

Knowledge/Skills/Abilities:

  • Experience in a professional services firm, preferred
  • Must have extensive business knowledge
  • Strong attention to detail and accuracy
  • Must have a high level of interpersonal skills
  • Ability to handle sensitive situations and confidential information
  • Client service oriented (internal and external)
  • Ability to multi-task and prioritize in a fast-paced environment
  • Efficiency with Microsoft Office
  • Adept at learning new technology
  • Excellent written and verbal communication skills
  • Flexibility with overtime to meet deadlines
  • Consistent punctuality and dependability
  • Work with limited direction and manage own time effectively, but able to work as a contributing member of a team
  • Professional appearance in accordance with business casual dress code

 

Minimum Position Qualifications:

  • EDUCATION: Bachelor's degree preferred.
  • EXPERIENCE: Minimum of 7 years of experience in an administrative assistant role preferred.
  • MICROSOFT:Working knowledge of Microsoft Office (Word, Outlook, PowerPoint and Excel)
  • QUICKBOOKS: Intermediate experience with QuickBooks

 

Benefits

Employer offers a competitive compensation and benefits package which includes but is not limited too; medical, dental, vision, life and long-term disability insurance, as well as a 401(k), profit sharing, section 125 plan, supplemental insurance, paid time off (PTO), and paid holidays.