Senior Administrative Assistant

Date:  Nov 22, 2021
Property:  111 INNOVATION (0010)

Irvine, CA, 92617

Division:  Office Leasing (Office Leasing)
Req ID:  38921

Position Summary:

Performs a broad range of duties for an executive or executive team, as assigned.  Manages appointment scheduling and meeting/event logistics; maintains assigned calendars.   Responsible for preparing agendas and materials for regular and special meetings; secures requested information and compiles various reports. Handles telephone calls and emails as requested, routing them to others or dealing with them directly, as appropriate.  Prepares a variety of communications including emails, memos, and meeting minutes as needed.  Processes expense reports and check requests.  Monitors budgets for expense and office supply spending.  Book travel arrangements including pre-authorizations.

Job Duties:

  • Provide administrative support for the Amenities team. 
  • Provide support and coordination on projects, with the ability to quickly re-prioritize in order to meet deadlines.    
  • Coordinate and schedule meetings based on executive/group availability as needed.  Includes scheduling the conference room and all related technology as well as provisions.
  • Ensure event logistics are planned appropriately and in advance of the event. 
  • Manage travel arrangements, as needed, including pre-authorizations.
  • Distribute and track documents, ensure proper routing/approvals and deliver or file when finalized.   
  • Facilitate document processing which may include check requests, contracts, new hire paperwork and change orders.
  • Process, code, and approve invoices for office expenditures.
  • Audit and process expense reports and route for approval.
  • Prepare presentations, emails, memos and other written communication pieces.
  • Administer, organize and maintain project files, both electronically and in hard copy.
  • Maintain inventory of office supplies and upkeep of copy room as needed.
  • Enter and track retail leads and assist with Salesforce management. 
  • Assist with lease processing and act as a liaison with Legal. 
  • Attend project meetings and prepare meeting minutes as assigned.
  • Perform other related duties as assigned.

Minimum Qualifications / Other Expectations:

  • 3 to 5 years of experience in administrative support or relevant work experience, preferred.
  • Bachelor's degree preferred.
  • Ability to work proactively and autonomously on a daily basis.
  • Must be detail-oriented, 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.
  • Proficient in MS Office (or similar) and project management software.
  • Intermediate in database programs such as SAP

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.

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, Administrative