Our client, a top financial company located in Downtown LA is looking to hire an Administrative Assistant for a 2+ month assignment. This person will be supporting two High Level managers. Working to prepare agenda's for sales meetings as well as scheduling meetings between different departments. These meetings will have multiple attendee's some on different time zones including Canadian time zones. The team is looking for a self-starter with advanced written and verbal communication skills. The candidate MUST be able to maintain great customer service while multitasking. The ability to take on additional responsibilities is a MUST. This person will also be reviewing power point data making sure there is consistent formatting as well as creating and adding charts or objects. Must be able to create or utilize PowerPoint templates. The person will also have to be able to navigate through multiple computer systems while taking calls and scheduling. RESPONSIBILITIES, SKILLS AND EXPERIENCE: 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 as appropriate Keeps abreast of internal administrative policies, practices and guidelines (e.g., conference call and WebEx best practices, travel and expense guidelines, Office Services processes, etc.) May track, gather, maintain and compile market or internal information, and generate reports May conduct data analyses and presents findings using graphs, charts, diagrams and tables for inclusion in reports, brochures and presentations Acts as first point of contact for the team or department Also serves as first point of contact for inquiries. Assesses level of urgency, determines business nature and identifies what inquiries need to be directed to particular team members Demonstrates effective written and oral communication skills with a diverse group of associates and senior business leaders Demonstrates effective and professional service orientation and builds rapport with internal and external contacts Consistently demonstrates the ability to evaluate and appropriately address privacy and confidentiality concerns when dealing with others Demonstrates in-depth knowledge of Microsoft Office and other relevant software and applies it to work assignments, especially Outlook, Word, Excel and PowerPoint Requires 3-5 years of experience as an administrative assistant
