Overview
Administrative Assistant Jobs in Newport Beach, CA at The Bahnsen Group LLC
Position Summary: Responsible for performing all administrative support and personal assistant to executives. Also provides assistance to other leaders of the Agency.
Supervisory Responsibilities: None
Essential Tasks:
Daily personal and telephone contact with customers and other businesses
Daily interaction with all department managers and employees within the Agency
Coordinate meetings, travel, and events with the two top executives
Plan or assist with all internal meetings (kick-offs, AM meetings, Producer meetings, etc.)
Circulate monthly Financial Reporting package
Organize, file and retrieve corporate records, documents and reports
Non-Essential Tasks:
Prioritizes workload
Must be able to work with little or no direction
Support annual business planning process and management meetings
Prepare correspondence and other documents
Maintain calendar for executives
Open, screen and route mail to the appropriate person
Make copies and assist in creating presentations when necessary
Schedule all activities in main conference room
Maintain supplies for conference room (drinks, napkins, plastic ware, etc.)
Order, pick up, and set up food for meetings
Order flowers and memorial gifts for clients and employees
Order and distribute client Christmas gifts
Monthly internal calendar for employees
Conduct research as requested
Handle and order tickets with employees and clients for sporting and cultural events
Arrange travel and transportation for visitors when in town
Arrange for repairs to building appliances when necessary
Assists with Agency sponsored activities and events
Basic bookkeeping and record maintenance
Provide assistance to HR
Core Competencies:
Leadership: Display leadership skills and ability to motivate fellow employees
Ability to Analyze and Solve Problems: Skill in recognizing challenges, exploring options, and implementing effective solutions in a timely manner
Attention to Detail: A strong focus on completing tasks and projects accurately and thoroughly
Communication Skills: Capable of expressing ideas clearly in both verbal and written forms and engaging with various audiences
Timely Task Completion: Ability to finish tasks and projects efficiently, managing resources and priorities effectively
Team Collaboration: Willingness to work together with others, promoting teamwork and supporting shared goals
Client Focus: Dedication to understanding and addressing the needs of clients and stakeholders to ensure their satisfaction
Dependability: Acknowledgment of the importance of being present and punctual.
Creative Thinking: Openness to suggesting new ideas and methods to improve processes and outcome
Organizational Skills: Capability to prioritize tasks and manage multiple projects simultaneously
Adaptability: Willingness to adjust to changing situations and priorities, showing resilience in a dynamic work environment
Experience and Education:
College degree
5-10 years administrative experience is required
3-4 years customer service experience is required
Licensing and Credentials:
None
Systems:
Proficient with Microsoft Excel, Word, PowerPoint, and Outlook
Physical Requirements:
Ability to lift 25 pounds
Repeated use of sight to read documents and computer screens
Repeated use of hearing and speech to communicate on telephone and in person
Repetitive hand movements, such as keyboarding, writing, 10-key
Walking, bending, sitting, reaching and stretching in all directions
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Title: Administrative Assistant
Company: The Bahnsen Group LLC
Location: Newport Beach, CA
