Administrative Assistant

Professional Search Group OC is seeking a detail-oriented and proactive Administrative Assistant to join our client’s team. The Administrative Assistant serves as an experienced administrative professional, responsible for supporting management staff by coordinating special projects, organizing department activities, and handling key administrative tasks. The ideal candidate will have strong organizational skills, excellent communication abilities, and a proven track record of providing high-level support to executives or managers.

Professional Search Group OC is proud to partner with a leader in aviation and travel in Ontario, CA. 

Administrative Assistant Responsibilities:

• Scheduling & Coordination: Organize complex activities such as meetings, travel arrangements, conferences, and department events. Collaborate with other department admins to maintain a cohesive, organization-wide schedule.
• Document Preparation: Draft, proofread, and finalize professional correspondence, memos, charts, and presentations. Ensure accuracy, grammar, and formatting consistency.
• Project & Event Support: Assist in executing special projects, acting as a project manager for both recurring and one-time initiatives as requested by management.
• Procurement & Expense Reporting: Serve as the departmental procurement officer, managing purchase requests through the financial system and documenting corporate credit card expenses for reimbursement.
• Communication Management: Answer phone calls, respond to routine and non-routine inquiries, and draft written responses or email replies as needed.
• Filing & Records Maintenance: Establish and maintain organized filing systems for management staff, ensuring all records are accurate and up-to-date.
• Team Collaboration: Work closely with Administrative Assistants from other departments, acting as a liaison between internal teams and external agencies.
• Training & Process Improvement: Provide guidance and training to Administrative Assistant I staff, while actively seeking opportunities to enhance processes and procedures.

Administrative Assistant Qualifications:

• Education: High School Diploma or recognized equivalent required; Associate’s Degree in a related field is preferred.
• Experience: Minimum of 3 years of progressive clerical/administrative experience, including at least 2 years supporting managers or executives. Experience in aviation or hospitality is a plus.
• Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), strong typing skills, and excellent attention to detail.
• Communication: Outstanding verbal and written communication skills with the ability to handle confidential information professionally.
• Collaboration: Strong interpersonal skills, capable of working independently and within a team environment.

This is an exciting opportunity for a motivated professional to contribute to a dynamic team while advancing their administrative career. If you or someone in your network is a great fit for this role, we’d love to connect!