Administrative Assistant, part-time
About The Position
The Administrative Assistant supports office operations and the leadership team at Matthews™. The role includes data entry, answering the main phone line, executive administrative support, scheduling appointments, managing calendars, communicating with clients and agents, taking dictation, completing special projects across departments, and handling clerical and administrative duties. The position collaborates with IT, Facilities, the Market Leader, and Recruiting Partners to support smooth operations. This is an on-site position based in the Encino, California office. It is described as an entry-level opportunity with potential for career growth within the firm.
Requirements
- Associate degree or higher.
- At least 2 years of relevant experience.
- Expert knowledge of Microsoft Office, including Word, Excel, OneNote, and Outlook.
- Ability to work in a fast-paced, demanding environment while maintaining attention to detail and strong time management.
- Excellent interpersonal and communication skills.
- Exceptional problem-solving skills.
- Ability to use common sense and understanding to interpret instructions and perform duties efficiently.
- Detail-oriented, intelligent, confident, and professional approach.
- Proactive ability to anticipate potential problems and resolve them before they occur.
- Driven, ambitious, and excited by new challenges, with the ability to thrive in a fast-paced, high-energy work environment.
Responsibilities
- Serve as the first point of contact for clients and visitors, direct them to the appropriate party, and help ensure a positive first impression.
- Order, stock, inventory, and report expenses for office supplies, including daily coffee supplies and printer supplies.
- Support agent and new-hire onboarding and offboarding, including computer and phone setup, welcome packets, collateral, building access, workstation setup, seating chart updates, and clearing agent workspaces after termination.
- Liaise with building management and MREIS and handle on-site building requests, including restroom restocking and reporting lighting or air-conditioning issues.
- Complete required emergency course education and manage parking validations.
- Manage office equipment, reload and troubleshoot the Pitney Bowes system, and troubleshoot printers, including coordinating with vendors.
- Answer the main phone line, check company voicemail daily, and relay messages to the appropriate people.
- Provide wire instructions and handle daily mail pickup and delivery.
- Keep the office organized and presentable, including daily cleanup and weekly refrigerator cleaning.
- Set up conference rooms for conference calls, meetings, live trainings, Monday morning meetings, and recruiting presentations; stock meeting collateral and water.
- Coordinate with vendors for miscellaneous office tasks.
- Assist agents with basic technology needs and process expense reimbursements.
- Coordinate and support internal office events.
- Provide administrative support to the Market Leader, including office competition support, interview scheduling, and miscellaneous tasks.
- Serve as the office point of contact for the Matthews University Program and provide ad hoc support to the Training and Recruiting Team.
- Prepare first-day collateral, post training calendars, organize mixers and activities, order catering, set up Summer Training Events, and prepare conference rooms for live trainings.
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
Associate degree
