Sr. Administrative Assistant ($32.98 - $43.03)

Irvine Company; Irvine (CA); On-site; Full time

Job summary

An established industry player is seeking a Senior Administrative Assistant to provide comprehensive support to the Sr. Vice President of Marketing. This role encompasses a variety of administrative and contract management functions, ensuring smooth operations within the department. The ideal candidate will have a rich background in administrative support, coupled with proficiency in contract and vendor processing. You will be instrumental in managing group calendars, coordinating meetings, and facilitating departmental training and events. Join a dynamic team where your organizational skills and attention to detail will shine, contributing to the success of exciting projects and initiatives.

Benefits

Paid Time Off

Matching 401(k)

Health Benefits

Qualifications

• 5-10 years experience in administrative support roles.
• 3+ years in contracts and vendor processing activities.

Responsibilities

• Support scheduling and coordination of meetings and document management.
• Facilitate contract setup, processing, and vendor management.

Skills

Administrative Support

Contract Management

Vendor Processing

Attention to Detail

Organizational Skills

Education

5-10 years experience in administrative support

3+ years in contracts and vendor processing

Tools

Google Sheets

Google Calendar

Google Notetaking

Job description

The Senior Administrative Assistant will perform a range of administrative and contract management functions to support the Sr. Vice President of Marketing. This role will also support the overall department with group calendaring, team meetings and assigned calendars, contract and vendor set up and processing needs, and department training, events and engagement.

Responsibilities:

• Sr. Executive Administration - Support scheduling and coordination of meetings; preparation, coordination and proofing of meeting materials; and management of various trackers.
• Department Administration - Support range of needs including: scheduling of group meetings requiring coordination; meeting set up including related technology and refreshments/meals; and note taking, as needed. Additional responsibilities include: document management and proofing needs, expense reports, travel arrangements, office supplies, and new hire set ups.
• Contract & Vendors - Facilitate set up, systems upload, processing, QA, routing and tracking of contracts, check requests, change orders, and invoices; complete set up of vendors and POs; and serve as liaison for COUPA system.
• Department Training, Events & Engagement - Provide support for department training and engagement related events; prepare budgets and logistics; and coordinate with vendors and other departments for events.
• Other Duties - Additional administration duties may be assigned, as needed.

Minimum Qualifications / Other Expectations:

Education & Experience:

• 5-10 years experience in administrative support
• 3+ years in contracts, vendor and invoice processing activities
• Proficiency in Google products (including Sheets, Calendar, Notetaking)

Other:

• Attention to detail on all items
• Attention to confidentiality of documents, correspondence and activities
• Highly organized and ability to manage multiple tasks
• Demonstrate initiative, personal awareness, respectful behavior and integrity
• Regular, consistent and timely attendance is required (non-exempt)
• Recurring motor vehicle use outside of work commute for more than 2 times per week is not applicable

Nature & Extent of Supervision Provided to Job

• Work is supervised based on achievement of tasks, goals and assigned projects and priorities.
• Work is reviewed for attention to detail, confidentiality of matters, good use of judgment as well as quality and efficiency.

Compensation:

Base Pay Range: $32.98 - $43.03. 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.