Administrative Assistant

los angeles, CA | Freelance | Job ID #55631 |
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Our client, a top financial company located in LOS ANGELES is looking to hire an ADMINISTRATIVE ASSISTANT for a 3+ month assignment. This person will support 2 high-level executive managers with heavy travel coordination, calendar management, general administrative tasks, managing Excel spreadsheet with contact information, coordinating quarterly meetings, and expense reports in concur. The main focus will be assisting with setting up Webex meetings and heavy calendaring.

This person also needs to be able to maintain a HIGH level of customer service with a hectic schedule as well as maintain confidentiality.

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 collates and distributes 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.
  • Demonstrates effective written and oral communication skills with a diverse group of associates and senior business leaders while addressing privacy and confidentiality concerns.
  • Strong knowledge of WebEx, Microsoft Office, and other relevant software and applies it to work assignments, especially Outlook, Word, OneNote, Excel, PowerPoint, EMS, and Robin.
  • 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.