Office Administrator

Position Summary

The Executive Assistant is often the executive’s “right-hand person” who enables them to advance company initiatives and goals. They filter and attend to the day-to-day functions that are part of the executive’s role so that the executive can focus on the high-level leadership and strategy functions.

The Ideal Candidate Is:

• A detail-oriented self-starter with prior experience in the financial services industry or with a technology team
• Someone who exhibits sound judgment with the ability to prioritize and make decisions
• Energetic and eager to tackle new projects and ideas
• Comfortable interacting with high-level executives
• A team player capable of cultivating productive working relationships across the firm
• Resourceful, can-do attitude
• Thrives in a fast-paced environment
• Flexible and willing to adapt to shifting priorities and schedules

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

CEO/President Support

• Organize and schedule appointments
• Manage calendar and tasks
• Write and distribute email, correspondence memos, letters, and forms
• Manage email inbox and organize into corresponding labels
• Create daily briefings and priorities over email, slack and text messages
• Connect with the CEO/President every day via call or text to discuss any urgent or pending matters.
• Book travel arrangements and create travel itineraries for the CEO/President or any team member as needed
• Update weekly workload for the team
• Communicate to team regarding blockers and updates
• Attend US Scrums & PH scrums
• Create and send out invoices to clients via QBO and Clockify

Admin and HR Support

• Provide general admin support (handle request and queries) to the CEO, senior managers and project engineers
• Orange County office administration
• Keep Slack, Google Drive and Asana organized by developing and maintaining a filing system
• Schedule team and client meetings
• Book travel arrangements and create travel itineraries for the team members as needed
• Liaison between Asia and US team
• Help with the hiring process (interviews, scouting for talents, facilitate assessments)
• Post social media content and job postings, as instructed
• Develop simple graphics and marketing materials, as instructed
• Accounting support (invoicing, help resolve invoice issues, reimbursements, billing, and subscription management )
• Create Admin and HR Procedures and keep the info up to date
• Facilitate scrums and other meetings, if necessary
• Help produce and organize webinar events, if necessary
• Coordinate & plan team events (lunches, dinners, birthdays, retreats)
• Help create contracts or proposals as needed
• Maintain budget tracking systems for invoices & projects
• Communicate with partners/vendors/contractors as needed
• Help with onboarding process and questions for partners/vendors/contractors as needed
• Office supply & inventory management (snacks, tools, equipment)

Other Employee Support

• Coordinate with EMAPTA regarding any employee-related activities
• Send monthly and quarterly internal survey and summarize results
• Schedule a monthly check-in with each team member
• Plan team-building activities and Happy Hours
• Assist in new hire orientation and onboarding training
• Responsible for LinkedIn Learning account management and keeping and maintaining training records

Minimum Qualifications (Knowledge, Skills, and Abilities)

• Bachelor’s degree preferred
• Two years’ prior experience in supporting a senior executive or team
• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
• Exceptional writing, editing, and proofreading skills
• Familiarity with consulting industry is a plus
• Familiarity with QuickBooks Online is a plus
• Excellent organization and time-management skills.

Job Type: Full-time

Pay: $25.00 - $27.00 per hour

Expected hours: 40 per week

Benefits:

• Paid time off

Schedule:

• 8 hour shift

Ability to Commute:

• Irvine, CA 92612 (Preferred)

Ability to Relocate:

• Irvine, CA 92612: Relocate before starting work (Preferred)

Work Location: In person

Salary : $25 - $27