Overview
Administrative Specialist Jobs in Long Beach, CA at Fehr & Peers
Executive Personal Assistant
Job Summary:
We are seeking a highly organized, proactive, and resourceful Executive Personal Assistant to provide comprehensive support to our executive team. The ideal candidate will have exceptional communication skills, a high level of discretion, and the ability to manage multiple tasks efficiently. This role requires a dynamic individual who can anticipate needs, solve problems quickly, and ensure the executive’s day-to-day activities run smoothly.
Key Responsibilities:
Executive Support:
Manage and maintain the executive’s calendar, including scheduling meetings, appointments, and travel arrangements.
Prepare and edit correspondence, reports, presentations, and other documents.
Handle incoming and outgoing communications on behalf of the executive, including emails, phone calls, and mail.
Coordinate and manage the executive’s personal and professional tasks.
Travel Coordination:
Plan and book complex travel itineraries, including flights, accommodations, transportation, and dining arrangements.
Prepare travel expense reports and manage reimbursements.
Meeting and Event Management:
Organize and coordinate meetings, conferences, and events, including logistics, agendas, and materials.
Attend meetings, take minutes, and follow up on action items as required.
Office Management:
Ensure the executive’s office is well-organized, stocked, and functional.
Oversee office operations and procedures to ensure efficiency and effectiveness.
Learn and manage tasks within the ERP Q360
Project Management:
Assist in planning and executing special projects and initiatives.
Monitor project timelines and deliverables, ensuring tasks are completed on schedule.
Personal Assistance:
Provide personal support to the executive, including managing personal appointments, errands, and household matters.
Coordinate and manage household staff and services, if applicable.
Qualifications:
Proven experience as an Executive Assistant, Personal Assistant, or in a similar role.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
Excellent organizational and time-management skills.
Strong written and verbal communication skills.
Ability to work independently and handle multiple tasks simultaneously.
High level of discretion and confidentiality.
Strong problem-solving skills and attention to detail.
Flexibility and adaptability to changing priorities and demands.
Education:
A high school diploma or equivalent is required.
An associate or bachelor’s degree in business administration or a related field is preferred.
Work Environment:
This position operates in a professional office environment.
Standard office hours with occasional overtime or weekend work as required.
Personal Assistant / Executive Administrator
Job Summary:
We are seeking a highly organized and proactive Personal Assistant / Office Administrator to provide comprehensive administrative support to our executive team and ensure the smooth operation of our office. The ideal candidate will be detail-oriented, possess excellent communication skills, and demonstrate the ability to manage multiple tasks efficiently.
Key Responsibilities:
Administrative Support:
Manage and maintain executives’ schedules, including scheduling meetings, appointments, and travel arrangements.
Prepare and edit correspondence, reports, presentations, and other documents as needed.
Handle incoming and outgoing communications, including emails, phone calls, and mail.
Maintain confidentiality and discretion in handling sensitive information.
Personal Assistance:
Assist executives with personal tasks, such as managing personal schedules, errands, and other personal requests.
Coordinate and manage household staff and services, if applicable.
Project Management:
Assist in planning and executing special projects, events, and initiatives.
Monitor project timelines and deliverables, ensuring tasks are completed on time.
Customer Service:
Greet and assist visitors, clients, and employees with a professional and friendly demeanor.
Handle inquiries and provide information as needed.
Qualifications:
Proven experience as a Personal Assistant, Office Administrator, or in a similar role.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
Excellent organizational and time-management skills.
Strong written and verbal communication skills.
Ability to work independently and as part of a team.
High level of discretion and confidentiality.
Strong problem-solving skills and attention to detail.
Flexibility and adaptability to changing priorities and demands.
Education:
A high school diploma or equivalent is required.
An associate or bachelor’s degree in business administration or a related field is preferred.
Work Environment:
This position operates in a professional office environment.
Standard office hours with occasional overtime or weekend work as required.
Job Type: Full-time
Pay: $20.00 – $25.00 per hour
Expected hours: 40 – 50 per week
Benefits:
401(k)
401(k) matching
Dental insurance
Health insurance
Health savings account
Paid time off
Vision insurance
Experience:
Operations management: 1 year (Preferred)
Executive administrative support: 1 year (Preferred)
Ability to Commute:
Wausau, WI 54401 (Required)
Ability to Relocate:
Wausau, WI 54401: Relocate before starting work (Preferred)
Work Location: In person
Title: Administrative Specialist
Company: Fehr & Peers
Location: Long Beach, CA
