Administrative Assistant

Administrative Assistant Confidential Irvine, CA Job Details Full-time $20 - $25 an hour 6 hours ago Benefits Health insurance Dental insurance 401(k) Vision insurance Qualifications Research High school diploma or GED Data entry Business Administration Clerical experience Office management Associate's degree Full Job Description Administrative & Executive Support Provide direct administrative support to management, including drafting and proofreading correspondence, preparing reports, presentations, and internal documents Manage and maintain multiple executive and team calendars; schedule, coordinate, and confirm a high volume of internal and external meetings, calls, and appointments daily Prepare meeting agendas, capture detailed meeting notes, and distribute action items and follow-up summaries in a timely manner Coordinate and book all business travel arrangements, including flights, hotels, and rental cars, ensuring accuracy, timely confirmation, and cost-effectiveness Create and submit requisitions for travel, office supplies, and miscellaneous expense items for management approval Assist with special projects, research, and ad hoc assignments as directed by leadership Handle sensitive and confidential information with professionalism and discretion Serve as a reliable communication and coordination resource across departments and teams Data Entry & Accounting Support Perform accurate and timely data entry across multiple systems, databases, and spreadsheets to support business operations Scan, index, and electronically file accounts payable invoices and closed accounts receivable project documents on a weekly basis Assist the accounting team with basic bookkeeping tasks including coding invoices, tracking purchase orders, and maintaining vendor records Review and verify data for completeness and accuracy; identify and flag discrepancies for resolution Maintain logs and tracking sheets for financial transactions, approvals, and reconciliations Support month-end and year-end administrative close processes by organizing and archiving records Generate and distribute routine financial and operational reports as requested by management Process and track incoming and outgoing payments documentation in coordination with the accounting team Document & Records Management Maintain accurate and organized electronic filing systems and document management processes Download, organize, and file NDAs and other legal or compliance documents on a daily basis Open, sort, and distribute incoming mail to appropriate recipients daily Prepare, proofread, and format documents, spreadsheets, and correspondence as needed Ensure version control and proper retention of critical business documents in accordance with company policy Office & Facilities Coordination Manage office supply inventory; monitor stock levels, place orders, and coordinate restocking with vendors and the maintenance team Ensure common areas including conference rooms, the kitchen, and storage spaces are organized, stocked, and presentable at all times Coordinate logistics for catered lunches, team meetings, and internal events including room setup and refreshments Oversee front desk coverage: greet and check in visitors using the iPad and direct them to the appropriate contact Answer and direct incoming phone calls professionally; open the swing gate for incoming trucks and deliveries as needed Qualifications High School Diploma or equivalent required; Associate's or Bachelor's degree in Business Administration, Accounting, or a related field preferred Minimum 2-3 years of administrative assistant, office support, or accounting clerk experience Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with QuickBooks, accounting software, or ERP systems a plus Demonstrated experience with data entry with a high level of speed and accuracy Bilingual in English and Spanish strongly preferred Exceptional written and verbal communication skills Strong organizational skills with the ability to manage a high volume of tasks, competing priorities, and daily deadlines High level of professionalism, discretion, and confidentiality — especially when handling financial and personnel information Strong attention to detail and a commitment to accuracy in all work product Self-starter who takes initiative, follows through, and works well independently as well as collaboratively Positive, professional attitude with a team-first mindset

Pay:

$20.00 - $25.00 per hour

Benefits:

401(k) Dental insurance Health insurance Vision insurance

Experience:

Administrative:

1 year (Required)

Clerical:

1 year (Preferred) Shift availability: Day Shift (Required)

Work Location:

In person