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Solugenix · 17 hours ago

Administrative Assistant III

Los Angeles, CA

Contract

Onsite

Senior Level

$41.38/hr - $41.38/hr

5+ years exp

Solugenix is assisting a client, a prestigious and large investment management company, in their search for an Administrative Assistant III. The role involves providing administrative support to senior managers, managing a range of tasks, and acting as the first point of contact for internal and external queries.

ConsultingInformation TechnologyStaffing Agency

H1B Sponsor Likely

Hiring Manager

Prasanth Joshi Palukurthi

Responsibilities

Provides administrative support

Extensively manages calendars. Plans, negotiates, and schedules meetings to accommodate the manager and others. Uses discretion and judgment to determine the priority of meetings

Reschedules existing meetings if needed to accommodate meetings with more urgency. Keeps managers informed of upcoming appointments and deadlines

Coordinates meetings with internal associates and external contacts. Schedules meeting rooms, visitor passes, and equipment as required

Meets, greets, and escorts visitors, meeting attendees, and candidates. Drafts, collects, and distributes supporting documentation. May compile minutes and distribute follow-up materials as required

Manages complex travel arrangements. Reserves transport and accommodations, taking into consideration manager’s preferences, cost, and timing implications. Ensures that managers have the necessary paperwork for travel (tickets, confirmation numbers, visas, itineraries)

Completes business expense claims promptly and follows up on reimbursements if necessary

Produces general correspondence, reports, and presentations. May create documents transcribing from voicemail, recordings, or in-person meetings. Develops appropriate formats and checks for grammar, punctuation, and spelling

Manages incoming and outgoing mail and correspondence (post, email, etc.), handles routine issues directly, and prioritizes the remainder

Covers telephones and takes accurate written messages and notes. Provides back-up for other administrative assistants

Creates and maintains lists, files, and databases to enhance efficiency and productivity

Organizes and maintains information that may be sensitive, confidential, or technical in nature. Audits records for discrepancies and reconciles issues as appropriate

Identifies opportunities to improve work processes/flow in order to leverage own and the department’s workload

Keeps abreast of internal administrative policies, practices, and guidelines (e.g., conference call and Webex best practices, travel and expense guidelines, Office Services processes, etc.)

May order supplies and equipment and handle incoming invoices

May track, gather, maintain, and compile market or internal information, and generate reports

May conduct basic analysis and auditing

May conduct data analyses and present findings using graphs, charts, diagrams, and tables for inclusion in reports, brochures, and presentations

May train other administrative support staff on general responsibilities and provide work direction on day-to-day issues

Acts as the first point of contact for the team or department. Also

Serves as the first point of contact for inquiries. Assesses the level of urgency, determines the business nature, and identifies what inquiries need to be directed to particular team members

Responds to internal and external queries concerning guidelines, procedures, or operations. Uses knowledge of the function and manager’s role to independently resolve issues for managers, escalating and redirecting more technical inquiries as appropriate

Proactively develops relationships with key internal and external contacts in order to source information or redirect inquiries appropriately

May work on special projects as assigned

Performs additional responsibilities as assigned

Qualification

Microsoft OfficeAdministrative supportEffective communicationProblem-solvingService orientationTime managementConfidentiality

Required

Requires 5+ years of experience as an administrative assistant

Demonstrates initiative by identifying issues and recommending solutions

Demonstrates effective written and oral communication skills with a diverse group of associates and senior business leaders

Demonstrates sound judgment in resolving matters of high complexity

Demonstrates ability to prioritize assigned work and complete in a timely manner

Demonstrates effective and professional service orientation and builds rapport with internal and external contacts

Consistently demonstrates the ability to evaluate and appropriately address privacy and confidentiality concerns when dealing with others

Demonstrates in-depth knowledge of Microsoft Office and other relevant software and applies it to work assignments, especially Outlook, Word, Excel, and PowerPoint

Demonstrates in-depth knowledge of the department's function and applies it to work assignments

Company

Solugenix

Glassdoor3.6

Solugenix is a leading IT services and staffing firm providing IT service management, support center services and more.

Founded in 1969

Irvine, California, USA

1001-5000 employees

https://www.solugenix.com/

H1B Sponsorship

Solugenix 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 (41)

2024 (22)

2023 (23)

2022 (10)

2021 (20)

2020 (16)