Administrative Assistant

Los Angeles, CA | Freelance | Job ID #55102 |
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Our client, a top financial company located in Downtown LA is looking to hire a Administrative Assistant for a 6+ month assignment. This person will be supporting the senior managers within the marketing department with various administrative tasks including but not limited to: managing calendars, travel arrangements, expenses, supply orders as well as any other additional requests.




  • Provides administrative support.
  • Extensively manages calendars. Plans, negotiates and schedules meetings as well as 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 preferences, cost and timing implications. Ensures that managers have 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 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 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 data analyses and presents 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 first point of contact for the team or department. Also serves as first point of contact for inquiries. Assesses level of urgency, determines business nature and identifies what inquiries need to be directed to particular team members.
  • May work on special projects as assigned.
  • 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 department’s function and applies it to work assignments.
  • Requires 5+ years of experience as an administrative assistant.

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Employer Details:

  • Onward Search is an equal opportunity employer, dedicated to a policy of non-discrimination in an employment with regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, veteran status or any other classification protected by federal, state and local laws and ordinances. Candidates must be at least 18 years old to be considered for employment. EOE/M/F/D/V/SO.
  • In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.
  • The client is unable to support 1099 / Corp-to-Corp or Independent Contractor arrangements at this time. All freelancers will be paid as W2 employees.
  • Onward Search is a drug-free workplace.


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About Onward Search

Onward Search helps connect creative, marketing, and technology talent with top jobs at the nation's most recognized companies and digital agencies. We offer a full range of recruitment and staffing solutions to include freelance / contract, temp-to-perm, and permanent placement.