Administrative Assistant (Trade Floor Support Assistant)

PIMCO•Newport Beach, CA

4d•Onsite

About The Position

The Trade Floor Support Assistant role at PIMCO offers resourceful self‑starters the opportunity to learn, grow, and be challenged in a fast‑paced trading environment. This position requires a high degree of professionalism, discretion, and confidentiality, along with exceptional organizational skills and attention to detail. We value individuals who take initiative, bring forward creative ideas, and take ownership of their work. Trade Floor Support Assistants collaborate closely with a team of administrative professionals and are expected to communicate effectively across all levels of the organization while delivering a consistently high level of service to internal and external clients. This role supports a diverse, high‑volume workload and plays a critical part in ensuring smooth daily trade floor operations.

Requirements

Ability to work on-site five days per week in a fast-paced environment.
Intermediate to advanced proficiency in Microsoft Word, Excel, and Outlook.
Strong written and verbal communication skills, including exceptional telephone etiquette and the ability to draft professional correspondence.
Outstanding organizational, prioritization, and multitasking capabilities in a fast‑paced environment.
Ability to communicate and collaborate effectively across all levels of the organization.
Demonstrated professionalism, discretion, and ability to handle sensitive and confidential information.
High attention to detail, accuracy, and follow‑through.
Strong team‑oriented mindset with a proactive and service‑focused approach.

Responsibilities

Handle a high volume of calls with professionalism, efficiency, and accuracy.
Accurately route calls, document, track, and deliver messages, ensuring all essential details are captured and communicated in a timely manner.
Support turret setup and maintenance, including speed dials, broker lines, and wired/wireless headsets.
Manage the distribution of research materials, ensuring timely delivery of both printed and digital packets.
Coordinate trade floor seat moves, including intake of requests, logistics, desk preparation, and partnership with Facilities and IT.
Oversee visitor seating assignments, ensuring desks, phones, and system access are properly prepared.
Coordinate maintenance and servicing of trade floor equipment, including printers, copiers, telephones, televisions, desks, carpets, and lighting.
Maintain fully stocked supply rooms and ensure consistent replenishment of trade floor materials such as paper, toner, stationery, and other essentials.
Ensure ticker and wallboard systems are updated daily and remain fully operational.
Assist with audio and video conference connections, ensuring meetings start smoothly and technical issues are resolved promptly.
Coordinate travel logistics, including flights, hotel accommodations, ground transportation, and preparation of final itineraries and related materials.
Process detailed expense reports through Concur, ensuring compliance with policy.
Track approvals, monitor outstanding reimbursements, and reconcile monthly statements.
Maintain accurate records and proactively identify discrepancies or delays.