Executive Admin & Operations Specialist

Irvine Company; Newport Beach (CA); On-site; USD 74,000 - 92,000; Full time

Benefits offered by this job

Health benefits

401(k) matching

Paid time off

Job summary

Irvine Company Apartment Communities in Newport Beach, CA is seeking a Senior Administrative Assistant to provide executive-level support, manage calendars, coordinate interdepartmental communications, and oversee payments and contract requests.

The role involves submitting check requests, coordinating travel, planning departmental events, managing the shared document system, and serving as a liaison with consultants and vendors. A Bachelor’s degree and 2+ years’ experience are preferred.

Qualifications

• Bachelor's degree or equivalent experience.
• 2+ years of relevant work experience.
• Proficiency in Google Workspace and Microsoft Office.

Responsibilities

• Submit check request payments and contract requests for New Development projects, ensuring accurate coding, timely approvals, and adherence to internal processes.
• Provide executive support including calendar management, meeting coordination, and travel arrangements.
• Plan and manage logistics for departmental and divisional events and onboarding.
• Manage the department's document management system, including folders, vendor access, site updates, and archiving.
• Serve as the point person for interdepartmental communication with consultants and vendors.
• Prepare and coordinate departmental documents (agendas, presentations, memos, minutes, routing).
• Oversee day-to-day operations including invoice processing, office supplies, IT coordination, and audits.

Education

Bachelor's Degree (or equivalent experience)

Tools

Google Workspace

Microsoft Office

Job description

Irvine Company Apartment Communities in Newport Beach, CA is seeking a Senior Administrative Assistant to provide executive-level support, manage calendars, coordinate interdepartmental communications, and oversee payments and contract requests.

The role involves submitting check requests, coordinating travel, planning departmental events, managing the shared document system, and serving as a liaison with consultants and vendors. A Bachelor’s degree and 2+ years’ experience are preferred.