Administrative Assistant

los angeles, CA | Freelance | Job ID #55628 |
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Our client, a top financial company located in Downtown LOS ANGELES is looking to hire an ADMINISTRATIVE ASSISTANT for a 3+ month assignment. This person will be responsible for undertaking a range of administrative tasks that support senior managers and/or department employees.

One of the main responsibilities will be to help employees learn how to utilize systems for meeting scheduling, meeting support and overall meeting experience by providing meeting planning, scheduling and technical support for all on-site meetings globally. This person must be proficient in WebEx, EMS, Convene and Microsoft Office Suites. Exceptional customer service is a must.

*There is an expectation with this role to work during the holiday season (the day after Christmas and New Year's Eve).

Responsibilities, Skills, and Experience:

  • • Manages calendars, responds to and sends out meeting requests, and ensures schedules are kept up-to-date and accurate. Resolves meeting conflicts and handles reschedule to accommodate more urgent time-sensitive requests. Keeps managers informed of upcoming appointments and deadlines.
  • • Arranges meetings collate and distribute materials, books meeting rooms, visitor passes, and equipment as required. Meets greets and escorts visitors, meeting attendees and candidates. May distribute follow up materials.
  • • 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.
  • • Organizes travel arrangements. Reserves transport and accommodations taking into consideration manager 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.
  • • Manages incoming mail and correspondence (post, email, etc.).
  • • Covers telephones and takes accurate written messages and notes. Provides back-up support 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.
  • • Audits records for discrepancies and reconciles issues as appropriate.
  • • 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.
  • • Acts as the first point of contact for the team or department.
  • • May work on special projects as assigned.
  • • Demonstrates the ability to influence others.
  • • Demonstrates effective written and oral communication skills with a diverse group of associates and senior business leaders.
  • • Demonstrates sound judgment in resolving matters of moderate complexity.
  • • 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 a working knowledge of Microsoft Office and other relevant software and applies it to work assignments, especially Outlook, Word, Excel, and PowerPoint.
  • • Requires 3-5 years of experience as an administrative assistant.

Does this sound like you? Apply today!

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.