Supervisor, Administrative Services (Newport Beach, CA) at PIMCO

Newport Beach, California, United States

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Not SpecifiedCompensation

Mid-level (3 to 4 years), Senior (5 to 8 years)Experience Level

Full TimeJob Type

UnknownVisa

Financial Services, Asset ManagementIndustries

Requirements

Onsite work required in Newport Beach, CA
Foundational knowledge and subject matter expertise in administrative operations
Strong executive-facing communication skills with commitment to fairness
Ability to foster a positive, respectful, high-performance, collaborative, and continuous-learning culture
Knowledge of systems used by the administrative team (e.g., CRM, Readsoft, Concur, Workday) and broader enterprise platforms

Responsibilities

Develop and maintain strong relationships with direct reports and managers supported by the team, including department heads
Build a high-performance, collaborative, and learning-focused culture
Set goals and actively manage performance to align with evolving business needs; provide regular coaching and feedback
Align tasks and initiatives with the department’s strategic priorities; monitor workloads and reallocate resources as needed
Recruit, onboard, and manage staffing for the administrative function; participate in compensation and promotion processes as applicable
Proactively engage with staff to discuss assignments, address concerns, and identify needs
Regularly meet with managers/stakeholders to gather performance feedback and understand business needs; share feedback to develop and coach the team
Collaborate with management and leadership teams to discuss, recommend, and implement best practices or new approaches
Plan and coordinate team-building events
Oversee timekeeping and leave management (e.g., Workday) and expense reconciliation (e.g., Concur); ensure accuracy and compliance
Acquire and maintain knowledge of systems used by the administrative team and promote system adoption and best practices
Facilitate regular staff meetings
Provide staffing updates to investment professionals, officers, and assistants regarding new hires and changing assignments
Confirm and/or set department coverage plans and adjust as needed based on business needs
Collaborate with senior management to review and assess headcount forecasts
Manage new hire orientation and training schedules
Understand and develop policies and procedures while acting as a key resource