Administrative Assistant Job at Swoon in Irvine

• Location: Irvine, CA
• Duration: 6 Months
• Pay Rate: $40/h

Overview:
We are seeking an experienced Administrative Assistant III to provide high-level administrative support to senior managers and teams. The ideal candidate demonstrates strong judgment, advanced organizational skills, and the ability to manage a broad range of tasks with minimal supervision. This role is key to ensuring smooth day-to-day operations, effective communication, and efficient scheduling for leadership.

Key Responsibilities:

• Provide administrative support to senior managers and department teams.
• Manage complex calendars, schedule meetings, and prioritize competing demands.
• Coordinate logistics for meetings, including rooms, equipment, visitor passes, agendas, and follow-up materials.
• Arrange and manage complex travel itineraries, ensuring documentation and compliance with company policies.
• Prepare expense reports and track reimbursements.
• Draft, edit, and format correspondence, reports, and presentations.
• Screen and prioritize incoming mail, email, and phone communications.
• Create and maintain databases, files, and lists for efficiency and compliance.
• Handle sensitive and confidential information with discretion.

Qualifications:

• 5+ years of experience as an Administrative Assistant, supporting senior leaders.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Strong written and verbal communication skills with diverse stakeholders.
• Excellent organizational and time management skills with the ability to manage multiple priorities.

Proven ability to exercise discretion, confidentiality, and sound judgment in high-complexity matters.