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Administrative Assistant

Location : On-Site DTLA
Job Type : Direct
Hours : Full Time
Required Years of Experience : 3-5
Required Education : College Graduate Preferred
Travel : No
Relocation : No

Job Description :
The Administrator is responsible for providing high level administrative and practice group support to several high revenue generating executives. The nature of the support includes, but is not limited to, creating and updating client records in the database, scheduling meetings, performing online and database research, reviewing and processing electronic files, managing online files, formatting documents, telephone contact with high level clients, coordinating contact between executives and clients, making travel arrangements, preparing expense reports, assisting with special projects, and other tasks as assigned.

 


These essential functions include: 

• Create and update client profiles in the database, record notes, and maintains data integrity. 

• Schedule high level meetings via, video conference, telephone or in-person. 

• Perform first round client research from the database and the internet. 

• Handle confidential information from clients with the utmost care and privacy. 

• Create and maintain practice specific reference lists.

• Prepare executives for client meetings by providing research on the client, company and competitor information, directions and marketing materials.


•  Monitor industry/market news (via electronic & print resources), and communicate pertinent information to the practice group, office or organization. 



• Review and process website career page job submissions. 

• Make travel arrangements and prepare expense reports for client reimbursement. 

• Assist multiple executives with maintaining their Outlook calendars. 

• Transcribe meeting notes and input in database. 

• Facilitate coordination of local practice group events. 

Required Qualifications :
 • Top notch organizational skills

• Independent thinker, ability to problem-solve. 

• Strong attention to detail.

• Excellent written and oral communications skills. 

• Ability to work in a group and have a “team-oriented” approach to projects. 

• Very strong Microsoft Office 2016 computer skills: Outlook (managing folders, managing multiple calendars), Word (extensive formatting), Excel (formatting,), and PowerPoint. 

• Maintain firm Confidentiality: Safeguard and keep confidential all information, observations, and viewpoints regarding client business. 

• Demonstrate utmost professional and ethical conduct.

Core Competencies 

• Action Oriented 

• Communicates Effectively 

• Optimizes Work Process 

• Situational Adaptability

• Punctual and reliable

• Takes initiative and is a "go-getter"
Skills :
Administrative Administrative Assistant Administrative Manager Database Excel Executive Assistant Expense Reports Microsoft Office recruit
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