Administrative Assistant
- Job Title
- Administrative Assistant
- Job ID
- 895477
- Location
- Irvine, CA 92612
- Other Location
- Description
-
Faith Resources has an immediate opening for an Administrative Assistant with an investment firm in Irvine/Newport Beach. Our client is a leading independent hedge funds investment firm dedicated to offering strategic alternative investment solutions to the world's preeminent investors.
This is a full time, Monday to Friday role requiring someone with the flexibility to work an 8 hours shift ranging from 6:00 a.m. to 5:30 p.m. The shifts are shared by a team of Administrative Assistants and the schedule can be fluid. Below is the job description:
Job Description: This is the perfect opportunity for a dynamic administrative professional who enjoys a high level of interaction with others and is committed to the highest level of client service. As a global financial services firm, we believe in a polished and personalized level of service and hospitality for visitors, clients and staff members alike. Our five person administrative team assists an office location of 100+ employees; the team provides essential support across a variety of departments and levels of management. The role is pivotal and ideal for the professional who thrives in an energetic and fast-paced environment while also able to work independently and within a team as well as volunteer new ideas. Specific duties include but are not limited to:
• Greeting and directing all visitors including clients, business contacts, vendors, etc.;
• Overseeing multiple phone lines, screening and routing calls appropriately;
• Serving as an informational source for visitors, employees, office maintenance staff, building management and vendors;
• Coordinating client and visitor hospitality efforts including food and beverage set-up and clean-up and conference room reservations;
• Liaising with various courier services; coordinating, tracking and processing incoming/outgoing packages;
• Providing general office support such as data entry, word processing, supply ordering, inventory and mail processing;
• Maintaining supply inventory by checking stock to determine inventory level; anticipating needed supplies, placing orders and verifying receipt of supplies. Candidates must be comfortable and willing to lift shipments and inventory weighing up to 25 pounds;
• Maintaining office equipment throughout the office;
• Completing expense reports, arranging hotel and travel for staff members; calendaring and meeting coordination;
• Maintaining a safe, clean and prepared office environment to ensure maximum work efficiency;
• Performing general kitchen maintenance including set-up/clean-up of staff lunches and snack/drink inventory and ordering;
• Assisting with departmental and company-wide projects and events as requested;
• Fielding ad hoc requests from staff and other duties as assigned.
Job Requirements: The ideal candidate possesses a “can do” mindset while demonstrating a high level of professionalism, punctuality, and solid communication skills. Applicants with an exceptional customer service mindset, outgoing personality and positive attitude are strongly encouraged to apply. Experience managing multiple phone lines and coordinating events preferred.
As the role serves a fast-paced financial services firm, strong problem-solving skills, working well under pressure (and meet tight deadlines), and balancing multiple interruptions while on the job are required. 3+ years of related work experience and proficiency in Microsoft office required.
The ideal candidate must be outgoing, motivated, dynamic, , have an ultra professional demeanor and able to effectively communicate to all levels of staff. This candidate should also be proficient with MS Word and Excel and understand office etiquette. Our client is seeking someone who wants to learn and has the potential to grow with the company.
