Administrative Assistant

CIBA Insurance Services • Glendale, CA

2d • Onsite

About The Position

We are seeking an Administrative Assistant to provide support to management, coordinate company events, and handle day-to-day office operations. The ideal candidate is highly organized, comfortable managing multiple priorities, and able to communicate professionally with employees and executives. This position requires strong attention to detail, initiative, and proficiency with Microsoft Office, particularly Outlook, Teams, Excel, and PowerPoint.

Requirements

• Previous administrative, office coordination, or related experience required.
• Proficiency with Microsoft Outlook and Teams, including calendar management, meeting scheduling, and virtual meeting coordination.
• Intermediate to advanced Microsoft Excel skills.
• Proficiency in Microsoft PowerPoint and preparation of professional presentations.
• Strong written and verbal communication skills.
• Excellent organizational and time-management skills.
• Strong attention to detail.
• Ability to prioritize multiple responsibilities and adjust to changing needs.
• Ability to handle confidential or sensitive information with discretion.
• Self-motivated with a willingness to take initiative and assist where needed.

Nice To Haves

• Bachelor's degree preferred; equivalent education and relevant work experience will be considered.
• Experience with Looker BI is a plus.

Responsibilities

• Schedule and coordinate virtual and in-person meetings.
• Handle travel arrangements including flights, hotels, transportation, and itineraries.
• Draft and prepare professional email communications and other correspondence.
• Assist with expense reports and maintain supporting documentation.
• Assist with PowerPoint presentations, Excel spreadsheets, reports, and other business materials.
• Provide general administrative support, including printing, scanning, copying, and mail distribution.
• Assist with special projects and other administrative needs as assigned.
• Provide planning and logistical support for quarterly and annual staff meetings.
• Coordinate business lunches, dinners, and other company-hosted meetings.
• Support broker events and other Business Development activities.
• Monitor and order office supplies.
• Maintain organized electronic and physical filing systems.
• Assist with parking validations.
• Help maintain an organized, professional, and welcoming office environment.
• Provide support for miscellaneous office projects and operational needs.

Benefits

• medical, dental, vision, and life insurance
• flexible spending account (FSA)
• Health Savings Account (HSA)
• 401(k) plan with a Roth option
• employer-matching contributions
• paid meal breaks
• paid holidays
• vacation
• sick time
• bereavement leave
• paid volunteer time

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree