Senior Administrative Assistant

Date:  Sep 22, 2022
Property:  111 INNOVATION (0010)

Irvine, CA, 92617

Division:  Office (Office)
Req ID:  40673

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.

Job Duties:

  • Provide support and coordination on projects, prioritizing to meet deadlines; attends project meetings as required and compiles minutes.
  • Coordinate and schedule meetings based on executive/group availability; schedules conference room and all related technology and provisions; attends as required; distributes notes to appropriate attendees.
  • Provides lead support for ensuring all company event logistics; planning appropriately and in advance of the event; prepares budgets, coordinates with vendors/corporate departments and oversees the execution of events.
  • Handle incoming escalated customer service calls.
  • Manages travel arrangements, including any pre-authorization.
  • Distributes/tracks documents; facilitates document processing including but not limited to check requests, contracts (upload and process), new hire paperwork, change orders, etc. 
  • Processes, codes and approves invoices for office expenditures; processes expense reports and routes for approval.
  • Prepares presentations and all written communication including but not limited to email, memos, etc.
  • Maintains inventory of office supplies; maintains copy room; manages document storage for long term retention.

Minimum Qualifications / Other Expectations:


  • Bachelor’s degree preferred



  • 3-5 years experience in administrative support


Knowledge, Skills and Abilities:

  • Ability to communicate clearly and effectively in English, both verbally and in writing.
  • Detail oriented, organized, managing multiple tasks concurrently
  • Demonstrate initiative, personal awareness, respectful behavior and integrity; maintains high quality of customer service and leadership.
  • Occasional travel required
  • Regular, consistent and timely attendance is required (non-exempt)


Licenses and Certificates:

  • Valid driver's license; valid vehicle insurance

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