Edgelinkz is currently hiring for a high level admin assistant for our client located in Newport Beach,CA.
The Administrative Assistant is a resourceful self-starter and appreciates the opportunity to learn and be challenged. This is a fast-paced environment which requires a high degree of professionalism, organization, and detail orientation, coupled with the ability to multitask and prioritize.
Roles & Responsibilities
1. Travel Coordination and Preparation
• Work with managers to coordinate travel arrangements through the onsite Client travel agency according to the Client Travel and Entertainment Policy
• Arrange ground transportation, book hotels and manage all logistics
• Create final travel itinerary and directions
2. Expense Reports and Approvals
• Process expense reports through the Concur system in a timely manner
• Monitor and track managers’ expense reports until reimbursement
• Reconcile monthly expenses with credit card statements
3. Meeting Materials/Reporting/Client Metrics
• Submit and track progress of client presentation books for meetings as requested using our internal E-Library system
• Learn how to use the Applications to produce client portfolio reporting
• Enter Client Meeting notes and updates to MSCRM our client relationship database
• Produce weekly, monthly, quarterly reports to clients/internal members by date due
• Write and maintain detailed instructions for all assigned reports
4. Coordinate Client Meetings/Calendaring
• Coordinate client meetings for managers and handle the scheduling, materials, meals/refreshments and logistics
• Create folders with client portfolio information that managers use to prepare for meeting presentations
• Confirm the final agenda schedule with all presenters
• Ensure meeting is setup as expected and without any incidents including refreshments and material