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Administrative Assistant

Date Posted: 2/26/2024

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Job Description

Leading Financial Services organization is adding an Administrative Assistant to their team. This position provides administrative and secretarial support for the Newport Beach office along with some support for other offices. The successful candidate will play a pivotal role in managing pipelines, compliance requirements, and ensuring the seamless operation of day-to-day administrative functions. This is an IN-OFFICE role in Newport Beach. This role is TEMP-HIRE.

Responsibilities
* Pipeline Management:
o Edit, follow up, and maintain the business development pipeline.
o Work closely with the senior team to ensure accurate and up-to-date information.
* Salesforce Proficiency:
o Close out and complete compliance records with background checks.
o Perform updates and additions to Salesforce, ensuring data accuracy.
* Email Campaigns:
o Suggest, manage, implement, and follow up on email campaigns.
o Collaborate with the team to enhance client engagement through strategic email initiatives.
* Conference Targeting:
o Plan and execute outreach strategies for conferences.
o Identify and target potential clients, enhancing our market presence.
* Events Marketing
o Lead initiatives related to events outreach marketing.
o Collaborate with the marketing team to create engaging content and materials.
* Engagement Letter Review:
o Assist in ensuring engagement letters have gone through the compliance process prior to execution.
* US Accounting Responsibilities:
o Support the team with various accounting tasks related to U.S. operations.
* Cross-Team New Hire Education:
o Facilitate the onboarding process for new team members across departments.
* Travel and Expenses:
o Coordinate domestic and international travel arrangements, including processing of visas.
o Manage and process expense reports in Concur.
* Calendar Management:
o Maintain and organize calendars for team members.
o Schedule appointments, meetings, and events.
* Meeting Coordination:
o Arrange catering for meetings and events.
o Ensure smooth logistics for internal and external gatherings.
* Team Coordination:
o Support team coordination efforts, ensuring effective communication and collaboration.
* Team Building Events:
o Organize and coordinate team-building events to foster a positive work environment.
* Staffing Support/Tracking:
o Assist with staffing-related tasks, including tracking and reporting.
* Compliance Liaison and Tasks:
o Serve as a liaison for compliance-related matters.
o Perform compliance tasks as needed.
o Manage client file folders.
* Employee and Client Onboarding:
o Facilitate the onboarding process for both employees and clients.
* Monthly Client Invoicing and Follow-Up:
o Handle the invoicing process and follow up on client payments.
o Manage weekly AR reports to Global Head and Controller.

Requirements
* Proven experience in administrative roles
* Must have expertise knowledge of Concur and Salesforce
* Proficiency in Microsoft Office Suite
* Excellent organization and multitasking abilities
* Strong communication and interpersonal skills
* Attention to detail and ability to work independently
* Experience in handing confidential information

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Or
To apply please email your resume to ekrueger@ultimatestaffing.com

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Job Snapshot

  • Employee Type:Full-Time
  • Location:Newport Beach, CA
  • Job Type:Admin - Clerical
  • Experience:3-5 years
  • Education:None
  • Date Posted:2/26/2024
  • Contact: Emi Krueger (714) 587-4073
  • Pay Range: $36.00 - $38.00 Hourly
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Job Reference: JN -022024-358185