Administrative Assistant, Irvine

Job Description

Job Description We are looking for an Administrative Assistant to support leaders and teams through thoughtful coordination, clear communication, and dependable day-to-day office support. This Long-term Contract position is ideal for someone who thrives in a fast-paced environment, keeps schedules running smoothly, and handles administrative tasks with accuracy and consistency. The role will contribute to meeting logistics, document preparation, travel coordination, and general office operations while helping maintain an organized and responsive workplace.

Responsibilities:• Coordinate a wide range of meetings, including leadership sessions, team discussions, interviews, virtual calls, and onsite events, ensuring schedules align efficiently across multiple calendars. • Prepare meeting spaces by securing rooms, arranging catering, organizing materials, and supporting setup and cleanup to create a smooth in-office experience.• Draft, format, and distribute business documents such as correspondence, reports, summaries, and internal communications with a high level of accuracy. • Monitor executive and team calendars carefully to reduce scheduling conflicts, preserve productive time, and anticipate the impact of changes across stakeholders.• Arrange business travel when needed by researching transportation and lodging options, confirming approvals, and booking cost-conscious itineraries. • Handle routine office administration, including record maintenance, supply ordering, mailing, scanning, data entry, and basic bookkeeping support.• Capture meeting notes and follow up on action items to help teams stay aligned and informed after key discussions. • Communicate in a clear and attentive manner across written, verbal, and visual interactions while representing the organization effectively. • Provide additional administrative and operational support for special projects, events, training sessions, and other assigned tasks as business needs evolve.• 2-3 years of experience in an administrative support role.• Strong organizational skills with exceptional attention to detail and the ability to manage multiple priorities at once. • Clear written and verbal communication skills, including the ability to summarize information and follow through on next steps. • Sound judgment and a strong sense ofurgency when responding to scheduling, operational, and leadership support needs.• Experience with administrative office functions such as data entry, receptionist support, document preparation, and inbound call handling. • Ability to work effectively with executives, managers, and cross-functional teams in a collaborative environment. • Bachelor’s degree or project management certification is preferred.• Willingness to travel occasionally for meetings, events, or training as needed.