Administrative Assistant (Trade Floor Support Assistant)

LGBT Great; Newport Beach (CA); On-site; USD 61,992 - 66,124; Full time

Job summary

PIMCO, a global investment manager, seeks a Trade Floor Support Assistant to join Newport Beach on-site. The role requires discretion, exceptional organizational skills, and the ability to manage a high-volume workload in a fast-paced trading environment.

Location: Newport Beach, CA. Schedule: On-site, Monday–Friday, 5:00am–2:00pm (PT). You will support trade floor operations, communications, travel logistics, and expense processing while ensuring confidentiality and accuracy in daily tasks.

Qualifications

• Proficiency in Microsoft Word, Excel and Outlook.
• Strong written and verbal communication skills.
• Excellent organizational and multitasking abilities in a fast-paced environment.
• Discretion and ability to handle confidential information.

Responsibilities

• Handle a high volume of calls with professionalism, efficiency, and accuracy.
• Accurately route calls, document, track, and deliver messages, ensuring details are captured and communicated promptly.
• Support turret setup and maintenance, including speed dials, broker lines, and wired/wireless headsets.
• Manage distribution of research materials, ensuring timely delivery of printed and digital packets.
• Coordinate trade floor seat moves, including intake of requests, logistics, desk preparation, and partnerships with Facilities and IT.
• Oversee visitor seating assignments, ensuring desks, phones, and system access are prepared.
• Coordinate maintenance and servicing of trade floor equipment (printers, copiers, telephones, TVs, desks, carpets, lighting).
• Maintain stocked supply rooms and replenishment of trade floor materials (paper, toner, stationery).
• Ensure ticker and wallboard systems are updated daily and functional.
• Assist with audio/video conference connections and resolve technical issues promptly.
• Coordinate travel logistics (flights, hotels, ground transport) and prepare itineraries.
• Process detailed expense reports through Concur, ensure policy compliance.
• Track approvals, monitor reimbursements, and reconcile monthly statements.
• Maintain accurate records and identify discrepancies or delays.

Skills

MS Word

MS Excel

MS Outlook

Telephone etiquette

Written communication

Verbal communication

Organizational skills

Discretion

Attention to detail

Team collaboration

Job description

PIMCO is a global leader in active fixed income with deep expertise across public and private markets. We invest our clients’ capital across a range of fixed income and credit opportunities, leveraging our decades of experience navigating complex debt markets. Our flexible capital base and deep relationships with issuers have helped us become one of the world’s largest providers of traditional and nontraditional solutions for companies that need financing and investors who seek strong risk‑adjusted returns.

Since 1971, our people have shaped our organization through a high‑performance inclusive culture, in which we celebrate diverse thinking. We invest in our people and strive to imprint our CORE values of Collaboration, Openness, Responsibility and Excellence. We believe each of us is here to help others succeed and this has led to PIMCO being recognized as an innovator, industry thought leader and trusted advisor to our clients.

Job Description

The Trade Floor Support Assistant role at PIMCO offers resourceful self‑starters the opportunity to learn, grow, and be challenged in a fast‑paced trading environment. This position requires a high degree of professionalism, discretion, and confidentiality, along with exceptional organizational skills and attention to detail.

We value individuals who take initiative, bring forward creative ideas, and take ownership of their work. Trade Floor Support Assistants collaborate closely with a team of administrative professionals and are expected to communicate effectively across all levels of the organization while delivering a consistently high level of service to internal and external clients. This role supports a diverse, high‑volume workload and plays a critical part in ensuring smooth daily trade floor operations.

Location: Newport Beach, CA

Work Schedule: On‑site, Monday–Friday, 5:00am – 2:00pm (PT)

Key Responsibilities

Phone Coverage & Internal/External Servicing

• Handle a high volume of calls with professionalism, efficiency, and accuracy.
• Accurately route calls, document, track, and deliver messages, ensuring all essential details are captured and communicated in a timely manner.
• Support turret setup and maintenance, including speed dials, broker lines, and wired/wireless headsets.

Trade Floor Operations & Administrative Support

• Manage the distribution of research materials, ensuring timely delivery of both printed and digital packets.
• Coordinate trade floor seat moves, including intake of requests, logistics, desk preparation, and partnership with Facilities and IT.
• Oversee visitor seating assignments, ensuring desks, phones, and system access are properly prepared.
• Coordinate maintenance and servicing of trade floor equipment, including printers, copiers, telephones, televisions, desks, carpets, and lighting.
• Maintain fully stocked supply rooms and ensure consistent replenishment of trade floor materials such as paper, toner, stationery, and other essentials.
• Ensure ticker and wallboard systems are updated daily and remain fully operational.
• Assist with audio and video conference connections, ensuring meetings start smoothly and technical issues are resolved promptly.
• Coordinate travel logistics, including flights, hotel accommodations, ground transportation, and preparation of final itineraries and related materials.

Expense Management & Approvals

• Process detailed expense reports through Concur, ensuring compliance with policy.
• Track approvals, monitor outstanding reimbursements, and reconcile monthly statements.
• Maintain accurate records and proactively identify discrepancies or delays.

Qualifications & Requirements

• Ability to work on‑site five days per week in a fast‑paced environment.
• Intermediate to advanced proficiency in Microsoft Word, Excel, and Outlook.
• Strong written and verbal communication skills, including exceptional telephone etiquette and the ability to draft professional correspondence.
• Outstanding organizational, prioritization, and multitasking capabilities in a fast‑paced environment.
• Ability to communicate and collaborate effectively across all levels of the organization.
• Demonstrated professionalism, discretion, and ability to handle sensitive and confidential information.
• High attention to detail, accuracy, and follow‑through.
• Strong team‑oriented mindset with a proactive and service‑focused approach.

PIMCO follows a total compensation approach when rewarding employees which includes a base salary and a discretionary bonus. Base salary is the fixed component of compensation that is determined by core job responsibilities, relevant experience, internal level, and market factors. The discretionary bonus is used to award performance and therefore is determined by company, business, team, and individual performance.

Hourly Rate: $45.67

Equal Employment Opportunity and Affidavit Statement

PIMCO recruits and hires qualified candidates without regard to race, national origin, ancestry, religion (including religious dress and grooming practices), sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), sexual orientation, gender (including gender identity and expression), age, military or veteran status, disability (physical or mental), any factor prohibited by law, and as such affirms in policy and practice to support and promote the concept of equal employment opportunity and affirmative action, in accordance with all applicable federal, state, provincial and municipal laws. The company also prohibits discrimination on other basis such as medical condition, or marital status under applicable laws.

Applicants with Disabilities

PIMCO is an Equal Employment Opportunity/Affirmative Action employer. We provide reasonable accommodation for qualified individuals with disabilities, including veterans, in job application procedures. If you have any difficulty using our online system due to a disability and you would like to request an accommodation, you may contact us at 949‑720‑7744 and leave a message. This is a dedicated line designed exclusively to assist job seekers with disabilities to apply online. Only messages left for this purpose will be considered. A response to your request may take up to two business days.