Matthews LLC
Administrative Assistant, Part-time (ELS)
Matthews LLC, El Segundo, California, United States, 90245
Overview
The Administrative Assistant will play a key role in supporting the office's administrative functions and assisting the leadership team. This role involves handling tasks such as data entry, managing the main phone line, providing executive administrative support, scheduling appointments, managing calendars, and effectively communicating with clients and agents. Additional responsibilities include taking dictation, completing special projects across departments, and relieving office leadership of various clerical and administrative duties. The Administrative Assistant will collaborate with multiple departments, including IT, Facilities, the Market Leader, and Regional Recruiting Coordinators, to ensure seamless operations. This role is based in our El Segundo, CA office.
Responsibilities
Office Administration:
Serve as the first welcoming point of contact for clients and visitors, direct them to the appropriate party, while ensuring a positive first impression
Ordering, stocking, inventory, and expense reporting of office supplies
Coordinator tasks such as coordinating with suppliers (e.g., Costco, Amazon) and daily coffee supplies stocking
Liaison for MRIES and New Hire agent for smooth onboarding and off-boarding process
Computer setup, phones, etc.
Welcome packets and New Hire collateral
Building and office card access
Updating seating chart in Box and in Atlas
Workstation setup as needed
Clean out agent cube if terminated
Liaison between building management and MREIS
Handle on-site building requests
Restocking public restrooms, light not working, A/C issues, etc.
Required emergency course education
Parking validations
Office equipment management
Reload and troubleshoot Pitney Bowes system
Printer supplies (toner and paper) and stocking (daily)
Printer troubleshooting and vendor liaison
Manage and answer the main phone line
Ensure company voicemail is checked daily and messages are relayed to the appropriate party
Provide wire instructions
Mail pickup and delivery (daily)
Cleaning up office
Keep the office organized and presentable (daily)
Clean refrigerator (weekly)
Setup conference room for conference calls and meetings
Monday morning meetings
Setup live trainings
Stocking collateral and water for meetings
Setting up recruiting presentations
Coordinating with vendors for miscellaneous office tasks
Assisting agents with basic technology needs
Expense reimbursements
Coordinating and supporting internal office events
Market Leader Administrative Support
Office Competition Support
Interview scheduling & administrative support
Miscellaneous tasks
Training Support
Act as the office point of contact for Matthews University Program and assisting Training and Recruiting Team ad hoc
Preparing first day collateral
Posting training calendar around office
Organizing mixers and activities
Ordering catering and setting up for Summer Training Events
Prepare conference room for live trainings and herd summer class
Requirements
Associates Degree or higher
2+ year(s) relative experience
Expert knowledge of Microsoft Office including but not limited to Word, Excel, OneNote, and Outlook
Ability to work in a fast-paced, demanding environment while maintaining strong attention to detail and time management
Excellent interpersonal and communication skills
Exceptional problem-solving skills
Ability to apply common sense and understanding to interpret instructions and perform duties efficiently
The ideal candidate is extremely detail oriented, intelligent, confident, and professional. This person must be proactive with the ability to anticipate potential problems and solve them before they occur. The candidate should be driven, ambitious, excited by new challenges, and thrive in a fast-paced, high-energy work environment. This is an entry-level opportunity with the potential for considerable career growth within the firm.
Matthews ™ is an Equal Opportunity Employer; employment with Matthews ™ is subject to proven merit, competence and qualifications and will not be influenced in any manner by race, color, gender, religion, national origin/ethnicity, disability status, veteran status, age, sexual orientation, gender identity, marital status, mental or physical disability or any other legally protected status.
Hourly Wage range - $20 - $25
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The Administrative Assistant will play a key role in supporting the office's administrative functions and assisting the leadership team. This role involves handling tasks such as data entry, managing the main phone line, providing executive administrative support, scheduling appointments, managing calendars, and effectively communicating with clients and agents. Additional responsibilities include taking dictation, completing special projects across departments, and relieving office leadership of various clerical and administrative duties. The Administrative Assistant will collaborate with multiple departments, including IT, Facilities, the Market Leader, and Regional Recruiting Coordinators, to ensure seamless operations. This role is based in our El Segundo, CA office.
Responsibilities
Office Administration:
Serve as the first welcoming point of contact for clients and visitors, direct them to the appropriate party, while ensuring a positive first impression
Ordering, stocking, inventory, and expense reporting of office supplies
Coordinator tasks such as coordinating with suppliers (e.g., Costco, Amazon) and daily coffee supplies stocking
Liaison for MRIES and New Hire agent for smooth onboarding and off-boarding process
Computer setup, phones, etc.
Welcome packets and New Hire collateral
Building and office card access
Updating seating chart in Box and in Atlas
Workstation setup as needed
Clean out agent cube if terminated
Liaison between building management and MREIS
Handle on-site building requests
Restocking public restrooms, light not working, A/C issues, etc.
Required emergency course education
Parking validations
Office equipment management
Reload and troubleshoot Pitney Bowes system
Printer supplies (toner and paper) and stocking (daily)
Printer troubleshooting and vendor liaison
Manage and answer the main phone line
Ensure company voicemail is checked daily and messages are relayed to the appropriate party
Provide wire instructions
Mail pickup and delivery (daily)
Cleaning up office
Keep the office organized and presentable (daily)
Clean refrigerator (weekly)
Setup conference room for conference calls and meetings
Monday morning meetings
Setup live trainings
Stocking collateral and water for meetings
Setting up recruiting presentations
Coordinating with vendors for miscellaneous office tasks
Assisting agents with basic technology needs
Expense reimbursements
Coordinating and supporting internal office events
Market Leader Administrative Support
Office Competition Support
Interview scheduling & administrative support
Miscellaneous tasks
Training Support
Act as the office point of contact for Matthews University Program and assisting Training and Recruiting Team ad hoc
Preparing first day collateral
Posting training calendar around office
Organizing mixers and activities
Ordering catering and setting up for Summer Training Events
Prepare conference room for live trainings and herd summer class
Requirements
Associates Degree or higher
2+ year(s) relative experience
Expert knowledge of Microsoft Office including but not limited to Word, Excel, OneNote, and Outlook
Ability to work in a fast-paced, demanding environment while maintaining strong attention to detail and time management
Excellent interpersonal and communication skills
Exceptional problem-solving skills
Ability to apply common sense and understanding to interpret instructions and perform duties efficiently
The ideal candidate is extremely detail oriented, intelligent, confident, and professional. This person must be proactive with the ability to anticipate potential problems and solve them before they occur. The candidate should be driven, ambitious, excited by new challenges, and thrive in a fast-paced, high-energy work environment. This is an entry-level opportunity with the potential for considerable career growth within the firm.
Matthews ™ is an Equal Opportunity Employer; employment with Matthews ™ is subject to proven merit, competence and qualifications and will not be influenced in any manner by race, color, gender, religion, national origin/ethnicity, disability status, veteran status, age, sexual orientation, gender identity, marital status, mental or physical disability or any other legally protected status.
Hourly Wage range - $20 - $25
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