Administrative Assistant – L3

CyberSearch; Irvine (CA); Hybrid; USD 52,000 - 68,000; Full time

Job summary

CyberSearch is seeking an Administrative Assistant- Level 3 in Irvine, CA. This hybrid role combines in-office and remote work, four days onsite with Fridays remote or Monday remote option. The candidate will support senior managers with calendar management, travel planning, and expense processing.

The position requires 3+ years of admin experience and a High School Diploma, with strong MS Office skills and professional communication. 6-month assignment with potential extension.

Qualifications

• 3+ years of experience in reception, client services, operations, or as an administrative assistant.

Responsibilities

• Extensively manages calendars and schedules meetings, negotiating priorities.
• Reschedules meetings to accommodate urgent items and informs managers.
• Coordinates meetings with internal and external contacts, books rooms and equipment, and prepares materials.
• Manages complex travel arrangements, including transportation and accommodations.
• Completes business expense claims promptly and follows up on reimbursements.

Skills

Calendar management

Travel coordination

Expense reports

Microsoft Office

Communication

Prioritization

Education

High School Diploma

Tools

Outlook

Word

Excel

PowerPoint

Job description

Administrative Assistant- Level 3 (Hybrid, 4 days onsite- Friday's remote or they have the option of Monday's remote)

Irvine, CA 92618
6 months (potential extension)

Overview:

The level III Administrative Assistant demonstrates thorough knowledge in the assigned area and works under direction only as needed. The Assistant provides administrative support to senior managers and may also provide administrative support to a broader department or team.

Additionally, the Assistant independently manages a range of tasks and acts as first point of contact for internal and external queries.

Primary responsibilities/essential functions:

• Extensively manages calendars. Plans, negotiates and schedules meetings to accommodate manager and others. Uses discretion and judgment to determine the priority of meetings.
• Reschedules existing meetings if needed to accommodate meetings with more urgency. Keeps managers informed of upcoming appointments and deadlines.
• Coordinates meetings with internal associates and external contacts. Schedules meeting rooms, visitor passes and equipment as required. Meets, greets and escorts visitors, meeting attendees and candidates. Drafts, collects and distributes supporting documentation. May compile minutes and distribute follow up materials as required.
• Manages complex travel arrangements. Reserves transport and accommodations taking into consideration manager preferences, cost and timing implications. Ensures that managers have necessary paperwork for travel (tickets, confirmation numbers, visas, itineraries).
• Completes business expense claims promptly and follows up on reimbursements if necessary.
• Produces general correspondence, reports and presentations. May create documents transcribing from voicemail, recordings or in-person meetings. Develops appropriate formats and checks for grammar, punctuation and spelling.
• Manages incoming and outgoing mail and correspondence (post, email, etc.); handles routine issues directly and prioritizes remainder.
• Covers telephones and takes accurate written messages and notes. Provides back-up for other administrative assistants.
• Creates and maintains lists, files and databases to enhance efficiency and productivity.
• Organizes and maintains information that may be sensitive, confidential or technical in nature. Audits records for discrepancies and reconciles issues as appropriate.

Qualifications:

• High School Diploma & requires 3+ years of experience with reception, client services, operations, or as an administrative assistant.
• Demonstrates initiative by identifying issues and recommending solutions.
• Demonstrates effective written and oral communication skills with a diverse group of associates and senior business leaders.
• Demonstrates sound judgment in resolving matters of high complexity.
• Demonstrates ability to prioritize assigned work and complete in a timely manner.
• Demonstrates effective and professional service orientation and builds rapport with internal and external contacts.
• Consistently demonstrates the ability to evaluate and appropriately address privacy and confidentiality concerns when dealing with others.
• Demonstrates in-depth knowledge of Microsoft Office and other relevant software and applies it to work assignments, especially Outlook, Word, Excel and PowerPoint.
• Demonstrates in-depth knowledge of department's function and applies it to work assignments.