Senior Executive Administrative Specialist

Pacific Life; Newport Beach (CA); On-site; USD 85,000 - 104,000; Full time

Benefits offered by this job

Medical, dental, vision coverage

Wellbeing reimbursement

Paid time off & holidays

401k with company match

Job summary

Pacific Life in Newport Beach, CA, is seeking a Sr Executive Administrative Specialist to join the Private Assets Investment team. This hybrid role (4 days/week) reports to the SVP and Deputy CIO, supporting multiple teams with administrative and technical tasks.

You will manage calendars, coordinate travel, process invoices, onboard new staff, and prepare documents using MS Office 365 and Adobe Acrobat. Strong communication and confidentiality are essential.

Qualifications

• 5+ years of administrative experience supporting senior-level executives.
• Experience in the investment space is preferred.
• Excellent organizational skills with the ability to prioritize and handle multiple tasks.
• Strong written and verbal communication; maintain confidentiality and discretion.
• Detail-oriented with sound judgment and problem-solving abilities.

Responsibilities

• Partner with departments and staff to support key initiatives, meetings, or projects.
• Proactively manage calendars and calendar conflicts using MS Outlook.
• Arrange travel and prepare expense reports using Concur.
• Process invoices using Coupa.
• Serve as a point of contact for visitors and internal/external stakeholders.

Skills

Executive support

Calendar management

MS Office 365

Adobe Acrobat

Travel coordination

Communication skills

Problem solving

Tools

Concur

Coupa

DocuSign

Outlook

Teams

Job description

Job Description:

Providing for loved ones, planning rewarding retirements, saving enough for whatever lies ahead - our policyholders count on us to be there when it matters most. It's a big ask, but it's one that we have the power to deliver when we work together. We collaborate and innovate - pushing one another to transform not just Pacific Life, but the entire industry for the better. Why? Because it's the right thing to do. Pacific Life is more than a job, it's a career with purpose. It's a career where you have the support, balance, and resources to make a positive impact on the future - including your own.

We're actively seeking a talented Sr Executive Administrative Specialist to join our Private Assets Investment team in Newport Beach, CA. This role is hybrid (4 days/week). Additional in-office days may be required as business needs dictate.

As a Sr Executive Administrative Specialist, you'll play a key role in providing a broad range of administrative and technical support to several teams within the Private Assets Investment team, including Pacific Private Fund Advisors (PPFA). You will report directly to the SVP and Deputy Chief Investment Officer.

How you'll help move us forward:

• Partner, collaborate and provide guidance to applicable departments and other administrative staff to support key initiatives, meetings, or projects.
• Proactively manage calendars and calendar conflicts using MS Outlook
• Make travel arrangements and prepare expense reports using Concur.
• Process invoices using Coupa.
• Serve as a point of contact for all internal and external visitors and interact with them in a professional manner.
• Order department supplies
• Manage the onboarding process for new team members
• Prepare correspondence and documents as assigned using demonstrated proficiency in written communication.
• Receive and respond to emails in a professional manner.
• Complete assigned processing, documentation, and reports using knowledge of applicable systems and contacts.
• Use Microsoft Excel, Word, PowerPoint, and Teams to complete assignments as required.
• Be the department point person for technology and hardware support
• Support and help organize department events.
• Complete miscellaneous tasks and projects, as assigned.

The experience you bring:

• 5+ years of administrative experience supporting senior-level executives. Experience working in the investment space preferred.
• Strong experience with Microsoft Office 365 applications (Excel, Outlook, PowerPoint, Teams) and Adobe Acrobat
• Experience using Docusign, Concur, and Coupa
• Approachable, professional, and self-motivated individual with a positive and collaborative attitude
• Ability to make independent decisions regarding planning, organizing, and scheduling work
• Excellent organizational skills, ability to prioritize and handle multiple tasks, independent thinking, maintaining confidentiality, use of discretion, ability to handle time-sensitive projects and adapt to changes quickly
• Excellent problem solving and administrative skills to handle a wide variety of complex situations
• Ability to resolve conflicts involving specific administrative responsibilities
• Extremely detailed-oriented and uses sound judgment
• Excellent oral and written communication skills, ability to work well with all levels of people within the organization, inter-department coordination and organization skills

You can be who you are.

People come first here. We're committed to a diverse, equitable and inclusive workforce. Learn more about how we create a welcoming work environment through Diversity, Equity, and Inclusion at www.pacificlife.com. What's life like at Pacific Life? Visit Instagram.com/lifeatpacificlife.

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Base Pay Range:

The base pay range noted represents the company's good faith minimum and maximum range for this role at the time of posting. The actual compensation offered to a candidate will be dependent upon several factors, including but not limited to experience, qualifications and geographic location. Also, most employees are eligible for additional incentive pay.

$40.81 - $49.87

Your Benefits Start Day 1

Your wellbeing is important to Pacific Life, and we're committed to providing you with flexible benefits that you can tailor to meet your needs. Whether you are focusing on your physical, financial, emotional, or social wellbeing, we've got you covered.

• Prioritization of your health and well-being including Medical, Dental, Vision, and Wellbeing Reimbursement Account that can be used on yourself or your eligible dependents
• Generous paid time off options including: Paid Time Off, Holiday Schedules, and Financial Planning Time Off
• Paid Parental Leave as well as an Adoption Assistance Program
• Competitive 401k savings plan with company match and an additional contribution regardless of participation

You Can Be Who You Are

We are committed to a culture of diversity and inclusion that embraces the authenticity of all employees, partners and communities. We support all employees to thrive and achieve their fullest potential.

What's life like at Pacific Life? Visit Instagram.com/lifeatpacificlife

EEO Statement:

Pacific Life Insurance Company is an Equal Opportunity /Affirmative Action Employer, M/F/D/V. If you are a qualified individual with a disability or a disabled veteran, you have the right to request an accommodation if you are unable or limited in your ability to use or access our career center as a result of your disability. To request an accommodation, contact a Human Resources Representative at Pacific Life Insurance Company.