Senior Administrative Assistant ($34.13 - $42.69)

Jobs2Web; San Diego (CA); On-site; USD 71,000 - 89,000; Full time

Benefits offered by this job

Paid time off

401(k) matching

Health benefits

Job summary

Irvine Company Apartment Communities, division Apt Corp, is seeking an Administrative Assistant to support an executive team in San Diego, CA. Responsibilities include scheduling, meeting coordination, document routing, expense processing, and preparing communications.

The role requires strong organization, excellent verbal and written communication, and the ability to work with diverse teams. Base pay range is provided with competitive benefits for full-time employment.

Qualifications

• Must be organized and capable of managing tasks on multiple, concurrent projects.
• Excellent verbal and written communication skills.
• Well-developed interpersonal skills with the ability to establish functional relationships with diverse personalities.
• Project a professional image and demeanor.
• Understand, apply, and comply with all company policies and procedures.

Responsibilities

• Provide administrative support and coordination on projects as assigned.
• Coordinate and schedule meetings, maintain calendars, and answer calls as assigned.
• Distribute and track documents, ensure proper routing/approvals, and deliver or file when finalized.
• Audit and prepare expense reports and check requests and route for approval.
• Prepare presentations, meeting agendas, letters and other written communications.
• Administer, organize and maintain project files, hard copy and electronically.
• Set up conference calls and arrange meeting supplies.
• May book travel as needed.
• Attend project meetings and prepare meeting minutes.
• Perform other related duties as assigned.

Skills

Organized

Verbal communication

Written communication

Interpersonal skills

Multitasking

Job description

Location: San Diego, CA, 92108

Division: Apartments - Corporate (Apt Corp)

Position Summary:

Performs a broad range of duties for an executive or executive team, as assigned. Responsible for scheduling and preparing agendas for regular and special meetings, for securing requested information, and for compiling various reports. Manages appointment requests and maintains assigned calendars. Handles telephone calls, routing them to others or dealing with them directly, as appropriate; arranges conference calls and related meeting room set-up. Prepares a variety of communications, including emails, memos, meeting agendas, and meeting minutes. Processes expense reports and approves invoices. Monitors budgets for expense and office supply spending.

• Provide administrative support and coordination on projects as assigned.
• Coordinate and schedule meetings, maintain calendars, and answer calls as assigned.
• Distribute and track documents, ensure proper routing/approvals, and deliver or file when finalized.
• Audit and prepare expense reports and check requests and route for approval.
• Prepare presentations, meeting agendas, letters and other written communications.
• Administer, organize and maintain project files, hard copy and electronically.
• Facilitate in setting up conference calls (e.g., video, or telephone, or other electronic variations) and arranging all necessary meeting supplies (i.e. meeting agenda, exhibits, and lunch orders).
• May book travel as needed.
• Attend project meetings and prepare meeting minutes as needed.
• Perform other related duties as assigned.

Minimum Qualifications / Other Expectations:

Education & Experience:

• 3-5 years of experience in administrative support or relevant work experience.

Other:

• Must be organized and capable of managing tasks on multiple, concurrent projects.
• Must have excellent verbal and written communication skills.
• Must have well-developed interpersonal skills with the ability to establish highly functional relationships with diverse personalities both within and outside the company.
• Project a professional image and demeanor.
• Understand, apply, and comply with all company policies and procedures.

Compensation:

Base Pay Range:$34.13 -$42.69

Actual placement within this range may vary based upon, but not limited to, relevant experience, time in role, base salary of internal peers, prior performance, business sector, and geographic location.

The Company also offers competitive benefits for full time employees including paid time off, matching 401(k), and health benefits.

About Us:

Irvine Company Apartment Communities (a division of Irvine Company) offers a portfolio of more than 125 resort-style apartment communities in coastal California's most desirable locations: San Diego, Orange County, West Los Angeles and Silicon Valley.

With world-class amenities, resort-like surroundings and an unparalleled commitment to customer service, Irvine Company Apartment Communities redefines the rental-living experience.

We take as much pride in our employee community as we do the communities we create. It's an environment populated with talented and experienced people, a collaborative spirit and abundant opportunities.

The Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.