Administrative Assistant

ZS; Thousand Oaks (CA); Hybrid; USD 52,000 - 70,000; Full time

Job summary

ZS in Thousand Oaks is seeking an experienced Administrative Assistant to support consulting professionals, manage calendars, travel, expenses, and communications with clients and vendors.

The role includes preparing client deliverables, coordinating meetings, onboarding platforms, and mentoring new team members in a hybrid, on-site/off-site environment; travel is required.

Qualifications

• High school diploma required; associate or bachelor’s degree preferred.
• At least three years of administrative or executive assistant experience in a professional services setting.
• Proficiency with Microsoft Office; SAP and Chrome River desirable; ability to leverage AI tools.

Responsibilities

• Manage travel arrangements, expense reporting, calendar management, and vendor/client interactions.
• Support preparation and quality review of client deliverables, including formatting and coordination of updates to presentations and reports.
• Coordinate internal and external meetings, travel logistics, and onboarding to platforms and tools.
• Assist delivery teams with client communications and documentation; organize correspondence and maintain shared project files.
• Mentor and train new hires; contribute to knowledge sharing and local learning initiatives.

Skills

MS Office

Communication

Multitasking

AI tools

Education

High School Diploma

Associate/Bachelor preferred

Tools

SAP

Chrome River

Job description

Administrative Assistant – Thousand Oaks

What You’ll Do

• Increase productivity of consulting professionals by handling administrative tasks such as travel arrangements, expense reporting, calendar management, interacting with vendors and clients, email correspondence, etc.
• Support preparation and quality review of client deliverables, including formatting, proofing, and coordination of updates to presentations, reports, and supporting documentation.
• Form partnerships with stakeholders to proactively address expected needs.
• Address problems and troubleshoot with internal and external stakeholders.
• Mentor and train new hires and junior members of the team and contribute to knowledge sharing and local learning initiatives.
• Contribute to firm service initiatives within local office.
• Assist delivery teams with client communications and documentation, including organizing correspondence, tracking requests, and maintaining shared project files.
• Support client onboarding to platforms and tools, including account setup, access provisioning, initial training, and first‑use troubleshooting.
• Provide scheduling support to multiple individuals (appointment, calendar and meeting management).
• Lead and drive internal initiatives.
• Prepare and organize documents for client proposals and presentations as needed (contract tracking, printing, organizing and archiving meeting materials).
• Coordinate internal and external meetings and activities (facility reservation and set‑up, hotel accommodations, catering, etc.).
• Prepare domestic and international travel logistics (itineraries, visas, etc.).
• Complete administrative processes (expense reports).
• Handle special projects with demanding deadlines.
• Front‑desk reception back‑up (answering phones, greeting visitors, handling deliveries).

Hours are 8 am – 5 pm.

What You’ll Bring

• High school diploma required; post‑secondary education or an associate’s/bachelor’s degree preferred.
• At least three years of relevant work experience as an administrative or executive assistant, preferably in a professional services environment.
• Computer fluency with Microsoft Office (Word, PowerPoint, Excel, Outlook) required, SAP and Chrome River or other expense reporting programs desirable, and competency in leveraging AI tools.
• Strong oral and written communication skills.
• Professional appearance and demeanor with the ability to exercise good judgment and discretion.
• Attention to detail, dependability and punctuality.
• Proactive self‑starter who can manage a wide variety of tasks and meet deadlines.
• Experience working both independently and with a team in a demanding environment.
• Sense of humor appreciated.

How you’ll grow

• Cross‑functional skills development and custom learning pathways.
• Milestone training programs aligned to career progression opportunities.
• Internal mobility paths that empower growth via S‑curves, individual contribution and role expansions.

Perks & Benefits

We offer a comprehensive total rewards package that supports your health and well‑being, financial future, time away, and professional development. With robust skill‑building programs, multiple career progression paths, internal mobility, and a deeply collaborative culture, you’ll have the opportunity to do meaningful work, expand your capabilities, and thrive as part of a global community.

Hybrid Working Model

We are committed to giving our employees a flexible and connected way of working. A flexible and connected approach allows you to combine work from home and on‑site presence at clients or ZS offices for the majority of your week.

Travel

Travel is a requirement for client‑facing ZSers. While some projects may be local, all client‑facing ZSers should be prepared to travel as needed to strengthen client relationships, gain diverse experiences, and enhance professional growth.

Work Authorization

This position is not eligible for visa sponsorship. Candidates must have authorization to work in the United States that does not now or in the future require employer sponsorship.

Equal Employment Opportunity

ZS is an equal opportunity employer and is committed to providing equal employment and advancement opportunities without regard to any class protected by applicable law.