Administrative Assistant- Irvine, CA

XYZ Venture Capital; Irvine (CA); On-site; USD 41,000 - 61,000; Full time

Job summary

TriNet seeks an Administrative Assistant to support multiple leaders in Irvine, with a focus on AI-enabled administrative tasks and centralized service delivery. You will gain broad organizational knowledge, cross-functional exposure, and development through mentorship and leadership exposure.

The role encompasses expense management, travel coordination, purchasing, distribution-list management, documentation, and SOP creation.

Qualifications

• 2–4 years of related experience.
• Associate’s degree preferred.
• Strong verbal and written communication skills.

Responsibilities

• Expense report management: process, reconcile, and submit expense reports.
• Travel coordination: book domestic and international travel with complete itineraries.
• Purchasing & procurement: execute requests and reconcile purchase cards.
• Distribution lists management: create, maintain, and update email lists.
• Reporting & documentation: generate routine reports and maintain records.
• Assist in SOP creation and intranet page development.
• Coordinate travel and special projects as requested.
• General admin tasks: heavy calendaring and policy-compliant purchasing.

Skills

Customer service

Highly organized

Sense of urgency

Discretion & confidentiality

Process improvement

Attention to detail

Communication skills

Ethical standards

MS Office

Adaptability

Multi-priority management

Education

Associate’s degree

Tools

Teams

OneDrive

OneNote

Job description

TriNet is a leading provider of comprehensive human resources solutions for small to midsize businesses (SMBs). We enhance business productivity by enabling our clients to outsource their HR function to one strategic partner and allowing them to focus on operating and growing their core businesses. Our full-service HR solutions include features such as payroll processing, human capital consulting, employment law compliance and employee benefits, including health insurance, retirement plans and workers’ compensation insurance.

TriNet has a nationwide presence and an experienced executive team. Our stock is publicly traded on the NYSE under the ticker symbol TNET. If you’re passionate about innovation and making an impact on the large SMB market, come join us as we power our clients’ business success with extraordinary HR.

Don't meet every single requirement? Studies have shown that many potential applicants discourage themselves from applying to jobs unless they meet every single requirement. TriNet always strives to hire the most qualified candidate for a particular role, ensuring we deliver outstanding results for our small and medium-size customers. So, if you're excited about this role but your past experience doesn't align perfectly with every single qualification in the job description, nobody’s perfect – and we encourage you to apply. You may just be the right candidate for this or other roles.

A Brief Overview

The Administrative Assistant (AA) will be responsible for utilizing AI to execute high-volume, standardized administrative tasks with accuracy and efficiency and operate within a metrics-driven model that tracks response times, completion rates, and service quality. The AA will be on a team providing centralized support in service of all leaders / departments at TriNet, gaining broad organizational knowledge and cross-functional expertise, with a structured development pathway to become a strategic EA through training, mentorship, and exposure to leadership.

What You Will Do

• Expense Report Management: Process, reconcile, and submit expense reports using TriNet's expense management systems
• Travel Coordination: Book domestic and international travel including flights, hotels, ground transportation as directed, provide complete itineraries and add to leader calendars
• Purchasing & Procurement: Execute purchasing requests and manage purchase card reconciliation
• Distribution Lists Management: Create, maintain, and update email distribution lists across departments and leadership teams
• Reporting & Documentation: Generate routine reports, maintain documentation, and ensure accurate record-keeping for administrative processes
• Be knowledgeable and help communicate policy changes to Corporate Administration team
• Utilize AI in every aspect of work
• Assist in creation of SOPs, intranet page.
• Coordinates travel and special projects as requested
• General administrative work: Heavy calendaring, purchasing within policy guidelines using a department Purchase Card, including expense validation, updating, and creating department process documentation within a central repository, event planning (dinners, happy hours, etc.)
• Act as point of contact in TriNet’s Irvine location for administrative professionals and workplace services in relation to various office visit protocols to ensure compliance with TriNet policies
• Proactively manage outstanding action items to ensure responsiveness and follow through on commitments / asks
• Interact extensively with administrative professionals within the Corporate Administration team as well as within other departments/organizations
• Assists management with administrative tasks including preparing various reports detailing administrative information.
• Other projects and responsibilities may be added at the manager’s discretion.
• Performs other duties as assigned
• Complies with all policies and standards

Education Qualifications

• Associate’s degree preferred

Experience Qualifications

• Typically requires general education, vocational training and/or on-the-job training, plus a minimum of 2 - 4 years of related experience.

Skills And Abilities

• Leads with a customer service approach and highly organized manner
• Sense of urgency to accomplish tasks, both assigned and self-discovered
• High level of discretionary judgment and confidentiality
• Identify opportunities for process simplification and efficiency improvements
• Maintain high attention to detail and accuracy in all work
• Excellent verbal and written communication skills as well as the ability to communicate with colleagues at all levels within the organization
• A demonstrated dedication to high professional ethical standards and a diverse workplace
• Proficient in Microsoft Office Suite including Teams OneDrive and One Note
• Ability to adapt to a fast paced continually changing business and work environment while managing multiple priorities
• A keen interest in how our business is run, and a thirst to learn every day

Travel Requirements

Minimal

Work Environment

• Work in a clean, pleasant, and comfortable office work setting. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable persons with disabilities to perform the essential functions.

The preferred location for this role is Irvine, CA, and the salary range for this location is $29.76 to $44.62. All qualified external applicants will be considered for an in-office role, based in Irvine. All qualified internal candidates are encouraged to apply and consider relocation to Irvine and may be considered remote hire at the company’s discretion. The candidate’s final salary offer will be based on the candidate’s skills, education, work location and experience.

A candidate’s compensation may also include bonuses consistent with TriNet’s corporate bonus plan.

Additionally, subject to applicable eligibility requirements, TriNet offers permanent full-time employees a variety of benefits including medical, dental, and vision plans, life and disability insurance, a 401(K) savings plan, an employee stock purchase plan, eleven (11) Company observed holidays, PTO and a comprehensive leave program. Please click the following link for detailed information about our benefits offerings: https://www.trinet.com/documents/blt5b61a1040aae1904

Please Note: TriNet reserves the right to change or modify job duties and assignments at any time. The above job description is not all encompassing. Position functions and qualifications may vary depending on business necessity.

TriNet is an Equal Opportunity Employer and does not discriminate against applicants based on race, religion, color, disability, medical condition, legally protected genetic information, national origin, gender, sexual orientation, marital status, gender identity or expression, sex (including pregnancy, childbirth or related medical conditions), age, veteran status or other legally protected characteristics. Any applicant with a mental or physical disability who requires an accommodation during the application process should contact [e-mail] to request such an accommodation.