Senior Administrative Assistant

We are seeking a Senior Administrative Assistant to work on a team at our client site in Irvine, CA. This is a contract to hire position and is onsite in Irvine. The role is on a 9 / 80 schedule, so every other Friday will be a day off. Experience with finance or data is helpful, as you will be supporting a finance team, including a CFO.

Performs a variety of skilled and confidential administrative duties in support of one or more Executive Team members. Coordinates meetings and organizes travel arrangements; prepares and edits correspondence, Board and committee reports and presentations; establishes and maintains records and filing systems; receives and responds to phone calls and visitors; prepares travel and / or general expense reports; plans and coordinates special projects; and performs other duties as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES :

• Conducts a variety of skilled and confidential duties in support of the assigned executive's projects and initiatives as well as the day-to-day operations of the department; may work independently exercising judgment and initiative.
• Plans, coordinates, updates, and maintains the executive's schedule; works with internal and external parties to organize appointments and meetings; monitors and ensures accuracy of appointment information.
• Assists with meeting preparation; prepares, collects, and distributes background information for meetings, agenda materials, and other relevant documentation; records and follows up on meeting action items as required.
• Receives, reviews, sorts, distributes, and / or responds to correspondence; prepares and edits reports, presentations, correspondence, and other documentation; proofreads rough and final drafts of documentation for accurate formatting, spelling, grammar, and punctuation.
• Provides assistance with Committee and Board reports and distributes to Executive Team for review; coordinates with report writer(s) regarding comments received and assist with proofreading and formatting; submits final version of reports to the Clerk of the Board within the deadline.
• Establishes, updates, and maintains filing systems including correspondence, reports, project materials, and other related documentation; works collaboratively with executives and members of the administrative team to establish and maintain long-term subject matter files; prepares and provides daily activity files.
• Assist the department with budget related tasks such as monitoring and tracking expenditures to ensure compliance with the budget, coordinate budget review meetings during the budget process and assist with special projects and prepare presentations or reports as needed.
• As requested, receives, screens and routes phone calls; provides timely and accurate responses to callers; maintains and ensures telephone numbers, addresses and other related contact information is accurate and kept up to date.
• Monitors emails and / or other communications to ensure the assigned executive(s) is well informed of upcoming commitments and responsibilities; as directed, prioritizes and follows-up on incoming issues addressed to the Executive, including those of a confidential and / or sensitive nature.
• Provides logical and organized information to the assigned Executive, Executive Team, and / or other staff; facilitates smooth communication between the Executive and other parties.
• Collaborate with the Executive to plan and execute periodic department staff meetings, assisting with interactive presentations and team-building activities.
• Organizes travel and other arrangements; coordinates to ensure consistency in travel plans when the assigned Executive is traveling with others; prepares and provides trip information files in advance of travel; prepares travel expense reports.
• Conducts, plans, and coordinates special projects in support of departmental and Agency-wide operations; acquires and maintains knowledge regarding current and upcoming Agency projects.
• May help with coverage in updating and maintaining the calendars for the meeting rooms and fleet vehicles; checks out, receives and / or maintains fleet vehicle keys during Office Assistant's absence.
• May support one or more Chiefs and / or may provide backup support to the Executive Assistant to the CEO and / or Clerk of the Board.
• Assist with catering and setting up for Board / Committee lunches and staff events, including planned holiday and staff appreciation activities.

MINIMUM QUALIFICATIONS

High School Diploma or equivalent combined with five (5) or more years of progressively responsible experience providing administrative support at the executive level; OR an equivalent combination of education and experience. College degree in Business Administration or a related field is preferred.

Required Knowledge of :

Skills in :

Desired Skills and Experience

performs a variety of skilled and confidential administrative duties in support of one or more Executive Team members. Coordinates meetings and organizes travel arrangements; prepares and edits correspondence, Board and committee reports and presentations; establishes and maintains records and filing systems; receives and responds to phone calls and visitors; prepares travel and / or general expense reports; plans and coordinates special projects; and performs other duties as required.

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.