Investment Group Resource Assistant – (Los Angeles, CA)

Cybersearch, LTD.; Los Angeles (CA); Hybrid; USD 28,000 - 50,000; Full time

Job summary

Cybersearch, LTD. seeks an Administrative Assistant- Level 3 in Los Angeles (Hybrid: 4 days onsite, 1 day remote). The role supports senior managers and a broader department, handling calendars, travel, meetings, and correspondence.

You will coordinate internal and external meetings, prepare documents, manage travel and expenses, and maintain confidential files. A strong command of Microsoft Office and superb communication are essential for success in this fast-paced environment.

Qualifications

• Bachelor’s degree preferred; open to associate or high school diploma.
• 5+ years of experience in reception, client services, operations, or as an administrative assistant.
• Strong written and oral communication with diverse teams.
• Ability to prioritize and solve problems with good judgment.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).

Responsibilities

• Provides administrative support.
• Extensively manages calendars; schedules meetings and negotiates times.
• Reschedules meetings to accommodate urgent matters; informs managers of deadlines.
• Coordinates meetings with internal/external contacts; arranges rooms and equipment.
• Manages travel arrangements and prepares necessary documents.
• Handles business expense claims and reimbursements.
• Produces correspondence, reports and presentations with proper grammar.
• Manages mail and correspondence; handles routine issues and prioritizes others.
• Answers telephones and provides notes; back-up for others.
• Creates and maintains lists, files and databases.
• Organizes sensitive information and audits records for discrepancies.

Skills

Calendar management

Travel coordination

Communication skills

Privacy & confidentiality

Education

Bachelor's Degree

Associate's Degree

High School Diploma

Tools

Microsoft Office

Outlook

Word

Excel

PowerPoint

Job description

Administrative Assistant- Level 3(Hybrid, 4 days onsite- 1 days remote)
Los Angeles, CA 90025
3 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:

• Provides administrative support.
• 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:

• Prefer Bachelor’s Degree- Open to Associate’s Degree or High School Diploma
• Requires 5+ 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.