Administrative Assistant, Part-time (ELS)

The Administrative Assistant will play a key role in supporting the office’s administrative functions and assisting the leadership team. This role involves handling tasks such as data entry, managing the main phone line, providing executive administrative support, scheduling appointments, managing calendars, and effectively communicating with clients and agents. Additional responsibilities include taking dictation, completing special projects across departments, and relieving office leadership of various clerical and administrative duties. The Administrative Assistant will collaborate with multiple departments, including IT, Facilities, the Market Leader, and Regional Recruiting Coordinators, to ensure seamless operations.

This role is based in our El Segundo, CA office.

RESPONSIBILITIES :

Office Administration :

• Serve as the first welcoming point of contact for clients and visitors, direct them to the appropriate party, while ensuring a positive first impression
• Ordering, stocking, inventory, and expense report of office supplies
• Costco, Amazon, etc.
• Coffee supplies stocking (daily)
• Liaison for MRIES and New Hire agent for smooth on-boarding and off-boarding process
• Computer set up, phones etc.
• Welcome packets and New Hire collateral
• Building and office card access
• Updating seating chart in Box and in Atlas
• Workstation setup as needed
• Clean out agent cube if terminated
• Liaison between building management and MREIS
• Handle on-site building requests
• Restocking public restroom, light not working, A / C issues, etc.
• Required emergency course education
• Parking validations
• Office equipment management
• Reload and troubleshoot Pitney Bowes system
• Printer supplies (toner and paper) and stocking (daily)
• Printer troubleshooting and handle troubleshooting with vendor
• Manage and answer the main phone line
• Ensure company voicemail is checked daily and messages are relayed to the appropriate party
• Provide wire instructions
• Mail pickup and delivery (daily)
• Cleaning up office
• Keeping organized and presentable (daily)
• Clean refrigerator (weekly)
• Setup conference room for conference calls and meetings
• Monday morning meeting
• Setup live trainings
• Stocking collateral and water for meetings
• Setting up recruiting presentations
• Coordinating with vendors for miscellaneous office tasks
• Assisting agents with basic technology needs
• Expense reimbursements
• Coordinating and supporting internal office events

Market Leader Administrative Support :

Training Support :

REQUIREMENTS :

The ideal candidate is extremely detail oriented, intelligent, confident, and professional. This person must be proactive with the ability to anticipate potential problems and solve them before they occur. The candidate should be driven, ambitious, excited by new challenges, and thrive in a fast-paced, high-energy work environment. This is an entry-level opportunity with the potential for considerable career growth within the firm.

Matthews™ is an Equal Opportunity Employer; employment with Matthews™ is subject to proven merit, competence and qualifications and will not be influenced in any manner by race, color, gender, religion, national origin / ethnicity, disability status, veteran status, age, sexual orientation, gender identity, marital status, mental or physical disability or any other legally protected status.

Hourly Wage range – $20 – $25