Senior Administrative Assistant to Executives & Client Teams

PIMCO Ltd. - Pacific Investment Management Company; Austin (TX); Vor Ort; USD 50.000 - 71.000; Vollzeit

Zusammenfassung

PIMCO Ltd. — Pacific Investment Management Company in Austin, TX seeks an experienced Administrative Assistant to support multiple executives across Client Management, Global Wealth Management, and Portfolio Management.

You will handle gatekeeping, scheduling, travel, meetings, events, and CRM updates to ensure seamless operations and outstanding client service. The role requires at least five years of administrative experience supporting senior leaders, strong MS Office skills, and familiarity

Qualifikationen

• Five years of administrative experience supporting multiple senior executives or management teams.
• Two-year college degree preferred but not required.

Aufgaben

• Provide comprehensive administrative support, acting as a proactive gatekeeper to maximize executives' time and contribute to efficient team operations.
• Serve as the main point of contact for internal and external communications, prioritizing phone calls, emails, and mail.
• Assist with general administrative duties, including phone coverage, copying, distributing mail, and supporting ad-hoc projects and group events.
• Proactively manage and prioritize executives' calendars, scheduling internal and external meetings efficiently.
• Arrange and reserve conference rooms, catering, audio/video, and other essential services for meetings and conferences, coordinating logistics for both onsite and offsite events.
• Book travel arrangements (primarily domestic) and manage complex itineraries, including flights, accommodations, ground transportation, and visas, while adhering to firm policies.
• Process expense reporting with precision and timeliness.
• Organize client meetings and internal events, including venue selection, catering, and logistics management to create a seamless experience.
• Update and maintain client information and activities in CRM/Perform, ensuring data integrity and compliance standards for client meals, gifts, and entertainment.
• Build strong business relationships with executives and administrative staff, ensuring smooth communication between leaders and internal/external stakeholders.
• Draft, proofread, and edit business documents, including memos, reports, presentations, and emails, ensuring accuracy and clarity.
• Conduct research, gather data, and prepare reports and presentations to support decision-making processes.
• Collaborate with the Admin team to ensure backup coverage and provide ad hoc support for other Account Managers as needed.
• Drive key team activities and events, such as all-hands meetings, team meetings, and social events.
• Coordinate mid-year and year-end conversations between associates and their managers, fostering open communication and development.
• Manage the onboarding process for new employees and consultants, including coordinating seating, equipment, announcements, and access.
• Actively engage with the executive's direct report team to ensure alignment of priorities and open communication paths.
• Keep leaders informed of upcoming commitments and responsibilities, anticipating their needs in advance of meetings.
• Optimize leaders' schedules by managing conflicting priorities and minimizing time conflicts while displaying discretion in handling highly confidential information.
• PIMCO follows a total compensation approach when rewarding employees which includes a base salary and a discretionary bonus.
• Hourly Rate: $ 43.99

Jobbeschreibung

PIMCO Ltd. — Pacific Investment Management Company in Austin, TX seeks an experienced Administrative Assistant to support multiple executives across Client Management, Global Wealth Management, and Portfolio Management.

You will handle gatekeeping, scheduling, travel, meetings, events, and CRM updates to ensure seamless operations and outstanding client service. The role requires at least five years of administrative experience supporting senior leaders, strong MS Office skills, and familiarity