Administrative Assistant

Torrey Holistics; Los Angeles (CA); Hybrid; USD 60,000 - 75,000; Full time

Job summary

Institute in Los Angeles is seeking an Administrative Project Specialist to provide comprehensive administrative, executive, and operational support to the Executive Director and Institute staff. This role covers calendar management, scheduling, travel coordination, purchasing, expense reconciliation, and meeting logistics.

The ideal candidate holds a Bachelor's degree and has experience managing executive calendars, coordinating meetings and travel, and handling financial administration.

Qualifications

• Bachelor's degree required.
• Experience managing executive calendars, scheduling meetings, and coordinating travel.
• Experience supporting meetings, conferences, webinars, or events.
• Experience with purchasing, invoices, reimbursements, or financial administration.

Responsibilities

• Provide day-to-day administrative and executive support to the IAS Executive Director and Institute staff.
• Manage calendars, schedule appointments and meetings, coordinate availability, send reminders, and follow up.
• Coordinate meetings involving faculty, university leadership, students, community partners, external collaborators and stakeholders.
• Organize routine correspondence and track follow-up requests.
• Coordinate domestic and occasional international travel, including flights, hotels, ground transportation, registrations, itineraries, and supporting documents.
• Assist with travel reimbursements and expense reconciliation per university policies.
• Schedule meetings and reserve conference rooms and spaces.
• Prepare and distribute invitations, agendas, Zoom links, presentations, and materials.
• Attend meetings to take notes, prepare minutes, and coordinate follow-up.

Skills

Calendar management

Scheduling meetings

Travel coordination

Executive support

Notes & minutes

Education

Bachelor's degree

Tools

Zoom

Job description

Administrative AssistantLocation: Los Angeles, CA**Duration: **6-month contract-to-hire**Work Arrangement: **Hybrid – Onsite Monday, Wednesday & Friday; Remote Tuesday & Thursday.**Job Summary**We are seeking a highly organized, dependable, and detail-oriented Administrative Project Specialist to provide comprehensive administrative, executive, and operational support to the Institute.This position will support the IAS Executive Director and Institute staff with calendar management, scheduling, correspondence, travel coordination, purchasing, expense reconciliation, meeting and event logistics, office operations, and administrative record management.Job Responsibilities:Provide day-to-day administrative and executive support to the IAS Executive Director and Institute staff.Manage calendars, schedule appointments and meetings, coordinate availability, send reminders, and conduct follow-up communications.Coordinate meetings involving faculty, university leadership, students, community partners, external collaborators, and other stakeholders.Organize routine correspondence and track requests requiring follow-up.Coordinate domestic and occasional international travel, including flights, hotels, ground transportation, registrations, itineraries, and supporting documentation.Assist with travel reimbursements and expense reconciliation in accordance with university policies and procedures.Schedule meetings and reserve conference rooms and other meeting spaces.Prepare and distribute meeting invitations, agendas, Zoom links, presentations, and supporting materials.Attend meetings as needed to take notes, prepare minutes, document action items, and coordinate follow-up**Qualification: **Bachelor's degree required. Experience managing executive calendars, scheduling meetings, and coordinating travel.Experience supporting meetings, conferences, webinars, educational programs, or events.Experience with purchasing, invoices, reimbursements, credit card reconciliation, or financial administration.You should be proficient in:Bachelor's DegreeScheduling Experience