Experienced Administrative Professional (Newport Beach, CA)

PIMCO•Newport Beach, CA

1d•$48 - $53•Onsite

About The Position

PIMCO is seeking an experienced administrative professional to provide high-level administrative support to PIMCO’s Co-Chief Operating Officer and other senior executives. This role requires an experienced administrative professional who approaches their work with a true partnership mindset—anticipating needs, applying context to prioritize competing demands, and ensuring seamless execution across complex calendars, travel, confidential communications, stakeholder interactions, and meeting preparation. Acting as a gatekeeper, you will manage competing priorities with care and judgment, enabling executives to focus their time and attention on the firm’s most critical objectives. You will proactively identify opportunities to improve how executives spend their time. This includes thoughtfully preparing executives for meetings and interactions, ensuring they have the right information at the right time, reducing friction across their day, and continuously improving workflows to increase efficiency and effectiveness. In addition, you will collaborate closely with other assistants to ensure seamless coverage and continuity of support. This includes providing backup coverage during absences, vacations, and peak periods, sharing context and best practices, and contributing to a team-based approach that ensures executives experience consistent, high-quality support at all times. This is a five-day, in-office role, with ad-hoc flexibility as needed based on executive schedules and business requirements.

Requirements

Minimum 10 years of progressive administrative support experience.
Minimum 5 years supporting C-suite or equivalent senior executives.
Proven success supporting senior leaders within large, global organizations; experience in financial services, asset management, or investment banking preferred.
Executive presence with a high degree of professionalism, credibility, and interpersonal effectiveness.
Demonstrated ability to anticipate executive needs and proactively identify ways to maximize executive time, effectiveness, and focus.
Excellent judgment and discretion, with the ability to handle sensitive information with the highest level of confidentiality.
Strong business awareness and emotional intelligence, including the ability to read situations, adapt to executive working styles, and respond with the appropriate level of urgency.
Proven ability to operate independently and manage multiple priorities in a high-volume, deadline-driven, and high-pressure environment.
Exceptional organizational skills and attention to detail, with strong follow-through and reliability.
Excellent written and verbal communication skills, with the ability to communicate clearly and professionally across a wide range of stakeholders.
Advanced proficiency in Microsoft Office, particularly Outlook (complex calendar and inbox management), PowerPoint, and Word.
Strong collaboration skills and comfort working across teams, functions, and geographies, including providing coverage and support to other assistants as needed.
Flexibility and responsiveness, with a willingness to adjust work hours as required to support executive schedules, including early mornings, evenings, and time-sensitive matters.
Demonstrated commitment to continuous learning and development, with the ability to expand scope and responsibility over time as trust is established.
Consistent embodiment of PIMCO’s values of Collaboration, Openness, Responsibility, and Excellence.

Nice To Haves

Bachelor’s degree preferred; Associate degree considered with equivalent experience.

Responsibilities

Serve as a primary point of contact for executive administrative needs, providing high-quality, timely support aligned to executive preferences and business priorities.
Operate as a trusted partner by anticipating needs, exercising sound judgment, and maintaining strict confidentiality across all matters.
Act as an effective gatekeeper by triaging requests, managing access, escalating issues appropriately, and anticipating risks before they become disruptions.
Proactively manage highly complex, fast-changing calendars across multiple time zones.
Prioritize and resolve scheduling conflicts using business context, stakeholder importance, and an understanding of executive priorities.
Coordinate internal, client, and board-level meetings, including last-minute changes and shifting priorities.
Arrange complex domestic and international travel (air, ground, visas, itineraries), including detailed planning and contingency options.
Monitor travel in real time and provide responsive support for unexpected changes or disruptions.
Reconcile and submit expense reports in accordance with policy and deadlines; support board-related expense processes where applicable.
Act as a liaison between executives and internal and external stakeholders, building strong working relationships at all levels.
Communicate professionally and diplomatically with senior leadership, board members/trustees, clients, regulators, and partners in verbal and written communications.
Collaborate closely with other assistants to ensure seamless coverage and continuity of support.
Provide backup coverage during absences, vacations, and peak periods, ensuring consistent executive experience.
Manage the receipt, preparation, and distribution of confidential materials, including agendas, briefing memos, and meeting documentation.
Draft, edit, and proofread correspondence, presentations, reports, and materials as needed.
Ensure meeting logistics are complete for in-person and virtual meetings (space and technology readiness, attendee alignment, materials and pre-reads distributed).
Capture action items and support follow-through to ensure timely execution.
Support board, committee, and senior leadership meetings, including logistics and coordination where applicable.
Support special projects, executive initiatives, and events such as town halls, offsites, and board meetings.
Conduct research, track deliverables, and coordinate across functions in support of executive priorities.
Work with vendors and internal partners to coordinate services, logistics, and event needs.
Regularly assess where additional leverage can be created (e.g., meeting readiness, stakeholder coordination, proactive drafting, process improvements) and take ownership of expanded responsibilities as appropriate.
Continuously develop skills, tools, and business knowledge to increase effectiveness and long-term impact in support of senior executives.
Provide flexible support aligned with executive schedules, including availability outside standard business hours on an ad hoc basis for urgent or time-sensitive matters.
Adjust work patterns as needed to support early-morning or late-evening commitments.