Administrative Assistant, Newport Beach

We are partnering with a great organization to hire an Administrative Assistant / Receptionist for an on-site opportunity in Irvine, CA.
This role will serve as a key front office presence, with a strong focus on high-volume phone coverage, reception, visitor support, and general administrative assistance across departments.
The ideal candidate is polished, fluent in English and Spanish, highly organized, and comfortable managing a busy front desk while jumping in on a variety of office projects and day-to-day administrative needs.
Key Responsibilities
Serve as the first point of contact for incoming calls, taking and routing messages, answering general questions, and providing professional phone support to callers.
Provide consistent phone and receptionist coverage, balancing walk-in traffic, incoming calls, and administrative tasks in a fast-paced office setting.
Support multiple departments with general administrative duties, including scanning, filing, copying, document preparation, printing, packaging, and mailing.
Assist with ad hoc administrative projects such as organizing files, updating documents, assembling packets, data entry, and helping with special assignments as needed.
Help support office workflows by maintaining records, tracking spreadsheets, and assisting with general clerical tasks.
preparing materials, coordinating schedules, and helping with related documentation.
Assist with scheduling, calendar coordination, meeting logistics, and follow-up communications for various departments.
Help maintain internal organization of documents, records, and office materials to support efficient day-to-day operations.
Pitch in where needed to support other teams, departments, and office functions as priorities shift.
Qualifications
Fluency in
English and Spanish
required
2+ years of experience in reception, front desk, administrative support, or office coordination
Strong experience handling multi-line phone systems and providing professional phone coverage
Comfortable supporting a busy front desk while also managing administrative and clerical tasks
Experience with scanning, filing, document management, and general office support
Proficiency in Microsoft Office
Strong communication and customer service skills
Highly organized with strong attention to detail
Able to multitask and shift priorities in a fast-paced office environment
Professional, dependable, and team-oriented
Comfortable assisting multiple departments with changing administrative needs
Schedule:
Monday Friday, 8:30am 5:30pm