Administrative Assistant (Austin,TX)

PIMCO Europe Ltd.; Austin (TX); On-site; USD 65,000 - 90,000; Full time

Job summary

PIMCO Europe Ltd. in Austin, TX, seeks an experienced administrative professional to provide comprehensive support to senior executives. You will act as a proactive gatekeeper, manage complex calendars, handle communications, and coordinate meetings and events.

The role requires at least five years of admin experience, strong MS Office skills, discretion, and the ability to adapt to changing priorities. You will maintain calendars, draft emails, supervise travel, expenses, and ensure data

Qualifications

• Minimum of five years of administrative experience.
• Experience supporting multiple senior executives.
• Proven ability to manage calendars and prioritize meetings.
• Strong MS Office skills required.
• Excellent written and verbal communication.
• High ethical standards and ability to handle confidential information.

Responsibilities

• Provide comprehensive administrative support to executives.
• Manage calendars and schedule internal and external meetings.
• Coordinate conference rooms, catering, AV, and offsite events.
• Organize client meetings and internal events, ensuring logistics run smoothly.
• Maintain CRM/Perform data integrity for client meals, gifts, and entertainment.
• Support ad-hoc projects and cross-team communications.

Skills

Calendar management

MS Office proficiency

Executive support

Time management

Organization

Communication skills

Discretion / confidentiality

Proactive mindset

Problem solving

Multitasking

Education

Two-year college degree (preferred)

Tools

Zoom

Box

Slack

Concur

Navan

Condeco

Service Now

Job description

* Provide comprehensive administrative support, acting as a proactive gatekeeper to maximize executives' time and contribute to efficient team operations.* Serve as the main point of contact for internal and external communications, prioritizing phone calls, emails, and mail.* Assist with general administrative duties, including phone coverage, copying, distributing mail, and supporting ad-hoc projects and group events.* Proactively manage and prioritize executives' calendars, scheduling internal and external meetings efficiently.* Manage daily calendars for multiple executives, showcasing flexibility and problem-solving skills to adjust and prioritize schedules in response to last-minute changes.* Arrange and reserve conference rooms, catering, audio/video, and other essential services for meetings and conferences, coordinating logistics for both onsite and offsite events.* Organize client meetings and internal events, including venue selection, catering, and logistics management to create a seamless experience (e.g., Global Client Meetings, Due Diligence Meetings, Roadshows, Board Meetings, Department Onsites).* Order and coordinate monthly client anniversary gifts, reinforcing our commitment to client relationships.* Update and maintain client information and activities in CRM/Perform, ensuring data integrity and compliance standards for client meals, gifts, and entertainment.* Actively engage with the executive's direct report team to ensure alignment of priorities and open communication paths.* Keep leaders informed of upcoming commitments and responsibilities, anticipating their needs in advance of meetings.* Optimize leaders' schedules by managing conflicting priorities and minimizing time conflicts while displaying discretion in handling highly confidential information and addressing unexpected situations.* Minimum of five years of administrative experience, with a proven track record of supporting multiple senior executives or management teams.* Two-year college degree preferred but not required.* Intermediate to advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, and Outlook).* Demonstrated working knowledge of core policies and procedures, including Travel, Calendaring, Client Meetings, Expenses, and tools like Zoom, Box, Slack, Concur, Navan, Condeco, Catering, Visitors Portals, and Service Now.* Excellent organizational, time-management, and multitasking skills with strong attention to detail.* Ability to maintain composure under pressure and effectively manage high-stress situations.* Strong capability to reprioritize tasks as business needs change.* Strong written and verbal communication skills, including superior telephone etiquette and effective email composition.* High ethical standards with the ability to handle confidential information professionally.* Ability to work independently, take initiative, and collaborate effectively with team members.* Proactive mindset with a sense of urgency, anticipating needs to support executives.* Strong prioritization, client focus, solutions-oriented approach, and follow-through skills.* Flexibility and adaptability to changing priorities and demands.* Self-starter with a strong aptitude for learning and exercising good judgment in various situations.