PIMCO · 1 day ago
Administrative Assistant (Newport Beach, CA)
Newport Beach, CA
Full-time
Onsite
Mid, Senior Level
$45.67/hr - $45.67/hr
5+ years expPIMCO is a global leader in active fixed income, seeking an Administrative Assistant to support their Client Management, Global Wealth Management, and Portfolio Management businesses. The role involves managing executives' calendars, scheduling meetings, handling travel arrangements, and providing comprehensive administrative support to ensure exceptional client service.
BankingCrowdfundingFinancial ServicesVenture Capital
Responsibilities
Provide comprehensive administrative support, acting as a proactive gatekeeper to maximize executives' time and contribute to efficient team operations
Serve as the main point of contact for internal and external communications, prioritizing phone calls, emails, and mail
Assist with general administrative duties, including phone coverage, copying, distributing mail, and supporting ad-hoc projects and group events
Proactively manage and prioritize executives’ calendars, scheduling internal and external meetings efficiently
Manage daily calendars for multiple executives, showcasing flexibility and problem-solving skills to adjust and prioritize schedules in response to last-minute changes
Arrange and reserve conference rooms, catering, audio/video, and other essential services for meetings and conferences, coordinating logistics for both onsite and offsite events
Book travel arrangements (primarily domestic) and manage complex itineraries, including flights, accommodations, ground transportation, and visas, while adhering to firm policies
Process expense reporting with precision and timeliness
Organize client meetings and internal events, including venue selection, catering, and logistics management to create a seamless experience (e.g., Global Client Meetings, Due Diligence Meetings, Roadshows, Board Meetings, Department Onsites)
Order and coordinate monthly client anniversary gifts, reinforcing our commitment to client relationships
Update and maintain client information and activities in CRM/Perform, ensuring data integrity and compliance standards for client meals, gifts, and entertainment
Build strong business relationships with executives and administrative staff, ensuring smooth communication between leaders and internal/external stakeholders
Draft, proofread, and edit business documents, including memos, reports, presentations, and emails, ensuring accuracy and clarity
Conduct research, gather data, and prepare reports and presentations to support decision-making processes
Collaborate with the Admin team to ensure backup coverage and provide ad hoc support for other Account Managers as needed
Drive key team activities and events, such as all-hands meetings, team meetings, and social events
Coordinate mid-year and year-end conversations between associates and their managers, fostering open communication and development
Manage the onboarding process for new employees and consultants, including coordinating seating, equipment, announcements, and access
Actively engage with the executive's direct report team to ensure alignment of priorities and open communication paths
Keep leaders informed of upcoming commitments and responsibilities, anticipating their needs in advance of meetings
Optimize leaders' schedules by managing conflicting priorities and minimizing time conflicts while displaying discretion in handling highly confidential information and addressing unexpected situations
Qualification
Required
Minimum of five years of administrative experience, with a proven track record of supporting multiple senior executives or management teams
Two-year college degree preferred but not required
Intermediate to advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, and Outlook)
Demonstrated working knowledge of core policies and procedures, including Travel, Calendaring, Client Meetings, Expenses, and tools like Zoom, Box, Slack, Concur, Navan, Condeco, Catering, Visitors Portals, and Service Now
Excellent organizational, time-management, and multitasking skills with strong attention to detail
Ability to maintain composure under pressure and effectively manage high-stress situations
Strong capability to reprioritize tasks as business needs change
Strong written and verbal communication skills, including superior telephone etiquette and effective email composition
High ethical standards with the ability to handle confidential information professionally
Ability to work independently, take initiative, and collaborate effectively with team members
Proactive mindset with a sense of urgency, anticipating needs to support executives
Strong prioritization, client focus, solutions-oriented approach, and follow-through skills
Flexibility and adaptability to changing priorities and demands
Self-starter with a strong aptitude for learning and exercising good judgment in various situations
Company
PIMCO
PIMCO, a global investment solutions provider that manages investments for public and private pension and retirement plans and other assets.
1001-5000 employees
H1B Sponsorship
PIMCO has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (109)
2024 (101)
2023 (120)
2022 (149)
2021 (90)
2020 (69)
Funding
Current Stage
Late StageLeadership Team
John Lane
Global CFO - Alternatives
Hosein Yeh
Senior Vice President, Business Strategy and Analytics of U.S. GWM
Recent News
2025-12-21
2025-12-18
Company data provided by crunchbase