Administrative Assistant II
Duration - 3-6 months with a chance of an extension
Location - Los Angeles, CA 90071
Max Pay - $35.86/hour
Responsibilities
The level II Administrative Assistant works independently on standardized/recurring assignments and under the direct supervision of more senior associates on complex projects, analyses and tasks. The Assistant undertakes a range of administrative tasks that support senior managers and/or the department and also acts as first point of contact for internal and external queries.
Primary Responsibilities:
- Provides administrative support.
- Manages calendars, responds to and sends out meeting requests, and ensures schedules are kept up-to-date and accurate. Resolves meeting conflicts and handles reschedules to accommodate more urgent, time sensitive requests. Keeps managers informed of upcoming appointments and deadlines.
- Arranges meetings, collates and distributes materials, books meeting rooms, visitor passes and equipment as required. Meets, greets and escorts visitors, meeting attendees and candidates. May distribute follow up materials.
- Produces general correspondence, reports and presentations. May create documents transcribing from voicemail, recordings or in-person meetings. Develops appropriate formats and checks for grammar, punctuation and spelling.
- Organizes travel arrangements. Reserves transport and accommodations taking into consideration manager preferences, cost and timing implications. Ensures that managers have necessary paperwork for travel (tickets, confirmation numbers, visas, itineraries).
- Completes business expense claims promptly and follows up on reimbursements if necessary.
- Manages incoming mail and correspondence (post, email, etc.).
- Covers telephones and takes accurate written messages and notes. Provides back-up support for other administrative assistants.
- Creates and maintains lists, files and databases to enhance efficiency and productivity.
- Organizes and maintains information that may be sensitive, confidential or technical in nature.
- Audits records for discrepancies and reconciles issues
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.