Administrative Assistant, Strategic Development and Analysis Job (Irvine, CA, US)

Job Description:

The Finance department is looking for an Administrative Assistant to join their team! This position will directly support 3 Directors, 4 Managers and their teams.

The ideal candidate will be a high-energy individual who is self directed and easily able to handle multiple and changing priorities. Strong computer skills are required and proficiency in Microsoft Office (especially PowerPoint) is a must. The candidate must be a team player with excellent communication skills. Responsibilities to include administrative work, coordinating, creating, and editing several major executive presentations, scheduling and maintaining busy calendars, some travel coordination, with additional responsibility for in-house and offsite meeting planning. Highest level of maturity and professionalism is required due to frequent exposure to sensitive and confidential information.

Job Responsibilities:

- Time-manage Directors by continuously tracking, anticipating, prioritizing, and owning the calendars of 3 directors and 4 managers
- Some travel coordination
- Prepare, submit, and track expense reports
- Schedule interviews for any open positions on the team
- Responsible for onboarding new members of the team
- Coordinate with facilities for any needs in the finance area
- Arrange for catering at in-office events and reservations for out of office gatherings
- Update department telephone numbers and birthdays list
- Order office supplies, send packages and scan documents
- Assist other Administrative Assistants in and out of the department to:
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- prepare and arrange corporate-level meetings, monthly department meetings, team celebrations, and offsite meetings

- coordinate executive calendars, assist with phone coverage, and order office and snack drawer supplies

- increase efficiencies in the department

- assist other Finance Administrative Assistants when necessary based upon availability