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nfektious · 4 days ago

Administrative Assistant

Newport Beach, CA

Full-time

Onsite

Mid, Senior Level

5+ years exp

nfektious is seeking an Administrative Assistant who will provide essential administrative and operational support. The role involves managing calendars, arranging travel, and assisting with various office tasks to ensure smooth operations.

Media Production

Responsibilities

Completes a broad variety of administrative tasks including back-up support for Executive Assistant team including:

Calendaring meetings and daily coordination/management of calendars

Arranging travel plans, itineraries, and agendas

Book internal and external meetings as needed

Ensure Expense Reports are submitted accurately and timely

Assist with booking conferences and asset tours to include but not limited to hotel, airfare, meals, prep itineraries, and agendas

Assists with planning and coordinating company-wide or department specific events and meetings, including Employee Engagement and Volunteer events

Includes assisting as needed for company events – setup, tear down, etc

Provide direct support to Operations, including HR, Technology and Marketing

Assist with operational policies and uphold company policy guidelines

Review and prepare tour books, investor materials, including printing, binding, etc

Printing, compiling documents that require signatures (contracts, expense reports, etc.), then scanning, filing, emailing accordingly

Compose and/or transcribe various correspondence, some of which may be highly confidential

Create department binders

Draft letters or email correspondence as needed

Pulling reports from various internal databases as needed

Cross-train on responsibilities to act as back up to Office Manager, as needed, including:

Organize and stock office supplies, snacks, and reorder supplies, as needed

Keep kitchen clean and office picked up

Operate and troubleshoot office equipment like copy machine, etc

Answering the incoming calls

Mailing of packages / Copying and meeting material preparation

Mail any packages or letters via FedEx, UPS, USPS, as required

Sort and distribute incoming mail

Cross-train on responsibilities to act as back up to other Executive Assistants as needed

Lead Culture Crew Committee meetings and follow up communications with committee members

Manage decorating of employees work area on their birthdays

Onboarding tasks for new hires

Order lunch and prep conference if necessary for meetings

Book on-site and off-site meetings

Exercises discretion and independent judgement to make decisions with respect to matters of significance

Joins internal meetings (as appropriate / requested), takes copious notes/minutes, drives effective follow up, including correspondence and next steps

Suggests more efficient ways to run the office and troubleshoot malfunctions

Perform research, special projects, record keeping, and other miscellaneous duties as needed for the office

Prioritizes conflicting needs; handles matter, expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures

Other duties as assigned

Qualification

Microsoft Office SuiteTravel coordinationWritten communicationVerbal communicationOrganizational skillsCustomer serviceStakeholder engagementProblem-solvingTeam collaborationConfidentialityAdaptabilityDecision-making

Required

Excellent written and verbal communication skills

Strong work tenure: Five to ten years of experience supporting multiple departments

Proficient in Microsoft Office Suite with aptitude to learn new software and systems

Demonstrates proactive approaches to problem-solving with strong decision-making capability

High EQ with the ability to form relationships within the company to create better results on deliverables

Exceptional collaborator and influencer – ability to engage with multiple stakeholders (CEO, Directors, staff, vendors) and quickly build relationships needed to accomplish goals and objectives

Highly resourceful team-player, with the ability to also be extremely effective independently

Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

Strong proficiency with Microsoft Outlook calendaring

Expert travel coordination experience a must

Intermediate knowledge of Excel

Ability to adapt to changing situations in calm professional manner

Prolonged periods sitting at desk and working on a computer

Must be able to lift up to 15 pounds at times