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Receptionist / Administrative Assistant

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Date: May 11, 2019

Location: Irvine, CA, US, 92617

Company: Irvine Company

Position Summary:

Performs a broad range of duties for an executive or executive team, as assigned.  Responsible for scheduling and preparing agenda for regular and special meetings, for securing requested information and for compiling various reports. Manages appointment requests and maintains assigned calendars.   Handles telephone calls, routing them to others or dealing with them directly, as appropriate; arranges conference calls and related meeting room set-up.  Prepares a variety of communications including emails, memos, meeting agendas and meeting minutes.  Processes expense reports and approve invoices.  Monitors budgets for expense and office supply spending.


Job Duties:

  • Provide administrative support and coordination on projects as assigned.

  • Coordinate and schedule meetings, maintain calendars, and answer calls as assigned.

  • Distribute and track documents, ensure proper routing/approvals, and deliver or file when finalized.   

  • Audit and prepare expense reports and check requests and route for approval.

  • Prepare presentations, meeting agendas, letters and other written communications.

  • Administer, organize and maintain project files, hard copy and electronically.

  • Facilitate in setting up conference calls (e.g., video, or telephone, or other electronic variations) and arranging all necessary meeting supplies (i.e. meeting agenda, exhibits, and lunch orders).

  • May book travel as needed.

  • Attend project meetings and prepare meeting minutes as needed.

  • Perform other related duties as assigned.

Minimum Qualifications / Other Expectations:

  • 1 to 3 years of experience in administrative support or relevant work experience.

  • Bachelor's degree preferred.

  • Must be organized and capable of managing tasks on multiple, concurrent projects.

  • Must have excellent verbal and written communication skills.

  • Must have well-developed interpersonal skills with the ability to establish highly functional relationships with diverse personalities both within and outside the company.

  • Project a professional image and demeanor.  

  • Understand, apply, and comply with all company policies and procedures.

  • Strong computer skills: MS Office Office Suite; Google Suite experience preferred.

About Us:
Irvine Company Office Properties (a division of Irvine Company) offers a portfolio that includes more than 550 office buildings in premier locations: Orange County, Los Angeles, San Diego, Silicon Valley, Chicago and New York.

We’ve evolved the traditional office to something much more: a modern working community. Featuring innovative workplace design, quality craftsmanship, dedicated management and a collection of memorable experiences that seamlessly combine to build a vibrant workplace community.

We take as much pride in our employee community as we do the communities we create. It’s an environment populated with talented and experienced people, a collaborative spirit and abundant opportunities.

Apply today to join our employee community, and learn more about Irvine Company, our legacy and our guiding principles.

The Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

Nearest Major Market: Irvine California
Nearest Secondary Market: Los Angeles

Job Segment: Secretary, Administrative Assistant, Receptionist, Administrative

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