Client located in Manhattan Beach is looking to hire an Administrative Assistant to join their Travel and Meeting team. The ideal candidates will possess a friendly demeanor, strong accountability, and be adept with technology, particularly with software such as Outlook and Excel. Experience with event planning tools like Cvent or Stova is highly advantageous. This role will require onsite work during standard business hours from 9:00 AM to 5:30 PM, focusing on supporting various initiatives within the department.
Key Responsibilities:
- Administrative Support: Perform a variety of administrative tasks such as scanning, filing, organizing both physical and electronic documents, data entry, managing office supplies, and ensuring smooth operation of office automation systems.
- Software Management: Exhibit proficiency in department-specific software systems and quickly learn new applications to improve document management and communication efficiency.
- Data Entry & Reporting: Maintain accurate departmental data entry while generating reports, spreadsheets, and presentations with high attention to detail.
- Communication: Act as a liaison between department staff and other organizational units to facilitate timely communication regarding travel and meeting logistics.
- Documentation & Record-Keeping: Ensure proper documentation of essential travel and event files while maintaining accurate records and inventory management.
- Meeting & Event Assistance: Aid department management in preparing materials and coordinating logistics for meetings and events.
- Payment and Invoice Reconciliation: Conduct monthly reconciliations for the department’s corporate card, manage receipts, and assist with prepayments for travelers.
- Problem-Solving: Efficiently resolve technical issues related to software or administrative systems.
- Process Improvement: Identify opportunities for improving workflows and assist in implementing new procedures to enhance operational effectiveness.
Job Requirements:
- Exceptional Computer Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is required; strong Excel skills are necessary for data reporting tasks.
- Eagerness to Learn New Software: Ability to adapt quickly to new software applications as needed by the department.
- Attention to Detail: A meticulous focus on accuracy in all tasks and document management is essential.
- Excellent Communication Skills: Strong professional written and verbal communication capabilities with the ability to engage effectively across all levels of the organization.
- Organizational Skills: Capacity to manage multiple tasks efficiently under tight deadlines.
- Problem-Solving Abilities: A resourceful approach to addressing administrative challenges with a solution-focused mindset.
- Confidentiality: Ability to handle sensitive information discreetly.
Additional Skills (Preferred):
- Experience with Concur Travel and Expense
- Advanced Excel capabilities (e.g., pivot tables, VLOOKUP)
- Keen familiarity with Adobe Professional
Education and Experience:
- A college degree or equivalent is preferred
- A minimum of 2-5 years of experience performing administrative duties in a corporate environment is desired
Successful candidates will demonstrate the ability to perform essential tasks satisfactorily while maintaining a positive attitude in a fast-paced work environment. If you are passionate about providing exceptional administrative support in a collaborative setting, we encourage you to apply!
