Sr Administrative Assistant

Irvine; Irvine (CA); On-site; USD 49,000 - 61,000; Full time

Benefits offered by this job

Paid time off

401(k) matching

Health benefits

Job summary

Irvine Company Apartment Communities is seeking a Senior Administrative Assistant in Irvine, CA to provide executive-level support. The role handles calendars, contracts, payments, and interdepartmental communications within a dynamic office environment.

Responsibilities include coordinating travel, expense reports, onboarding, event planning, document management, and vendor relations, with opportunities to drive process improvements and audits. Competitive benefits are offered.

Qualifications

• 2+ years of relevant administrative experience.
• Strong organizational and communication skills.
• Proficiency in Google Workspace and Microsoft Office.

Responsibilities

• Submit check request payments and contract requests for New Development projects, ensuring accurate coding and timely approvals.
• Provide administrative support to executives including calendar management and meeting coordination.
• Coordinate travel arrangements and monthly expense reports.
• Plan and manage logistics for departmental and divisional events and onboarding of new hires.
• Administer the department's document management system and coordinate with vendors.
• Prepare agendas, presentations, memos, meeting minutes and signature routing.
• Oversee day-to-day department operations including invoices and office supplies.

Education

Bachelor's Degree (or equivalent experience)

Tools

Google Workspace

Microsoft Office

Job description

Position Summary:

The Senior Administrative Assistant provides executive-level administrative support. Responsibilities include managing schedules, departmental logistics, coordinating interdepartmental communication, and processing all payments and contract requests.

Key Responsibilities:

• Submit check request payments and contract requests for New Development projects, ensuring accurate coding, timely approvals, and adherence to internal processes.
• Provide administrative support to executives, including calendar management, meeting coordination, monthly expense report submission and booking travel arrangements.
• Plan and manage logistics for departmental and divisional events, activities, and new hire onboarding.
• Administer the department's shared document management system, including folder setup, vendor access, alert configuration, site updates, and project closeout archiving.
• Serve as the point person for interdepartmental communication as well as communication with consultants and vendors.
• Prepare and coordinate departmental documents, including agendas, presentations, memos, meeting minutes, and signature routing.
• Oversee day-to-day departmental operations, including invoice processing, office supply ordering, coordination with the Information Technology (IT) group for department technology needs, and drive and file audits.

Additional Skills:

• Proficiency in Google Workspace and Microsoft Office

Preferred Education:

• Bachelor's Degree (or equivalent experience)

Preferred Years of Relevant Work Experience:

• 2+ years

Compensation:

Base Pay Range: $35.67 - $44.28

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.