Administrative Assistant at PIMCO

Newport Beach, California, United States

Apply Now

Not SpecifiedCompensation

Junior (1 to 2 years)Experience Level

Full TimeJob Type

UnknownVisa

Finance, Investment ManagementIndustries

Requirements

Resourceful self-starter able to thrive in a fast-paced environment
Professionalism, organization, and attention to detail
Flexibility and problem-solving skills to handle last-minute changes
Ability to manage multiple executives' calendars and prioritize schedules
Proficiency in coordinating logistics for meetings, events, and travel (primarily domestic)
Precision and timeliness in processing expense reports
Knowledge of CRM/Perform for updating client information and ensuring compliance (e.g., meals, gifts, entertainment)
Strong communication skills to serve as a proactive gatekeeper and main point of contact

Responsibilities

Provide comprehensive administrative support, acting as a proactive gatekeeper to maximize executives' time and contribute to efficient team operations
Serve as the main point of contact for internal and external communications, prioritizing phone calls, emails, and mail
Assist with general administrative duties, including phone coverage, copying, distributing mail, and supporting ad-hoc projects and group events
Proactively manage and prioritize executives’ calendars, scheduling internal and external meetings efficiently
Manage daily calendars for multiple executives, adjusting and prioritizing schedules in response to last-minute changes
Arrange and reserve conference rooms, catering, audio/video, and other essential services for meetings and conferences, coordinating logistics for both onsite and offsite events
Book travel arrangements (primarily domestic) and manage complex itineraries, including flights, accommodations, ground transportation, and visas, while adhering to firm policies
Process expense reporting with precision and timeliness
Organize client meetings and internal events, including venue selection, catering, and logistics management (e.g., Global Client Meetings, Due Diligence Meetings, Roadshows, Board Meetings, Department Onsites)
Order and coordinate monthly client anniversary gifts
Update and maintain client information and activities in CRM/Perform, ensuring data integrity and compliance standards for client meals, gifts, and entertainment
Build strong business relationships (inferred from Communication & Relationship Management)