Experienced Administrative Professional (Newport Beach, CA)

PIMCO•Newport Beach, CA

8d•$48 - $53•Onsite

About The Position

PIMCO is seeking an experienced administrative professional to provide high-level support to its Co-Chief Operating Officer and other senior executives. The role requires sound judgment, discretion, business awareness, and a partnership mindset to anticipate executive needs, prioritize competing demands, and ensure seamless execution across complex calendars, travel, confidential communications, stakeholder interactions, and meeting preparation. The professional will act as a gatekeeper, help executives use their time effectively, prepare them for meetings and interactions, and improve workflows. They will also collaborate with other assistants to provide backup coverage and consistent support. This is a five-day, in-office role in Newport Beach, California. The schedule is driven by executive schedules and business needs and may include early mornings, late evenings, and ad hoc availability outside standard business hours for urgent or time-sensitive matters. PIMCO offers a total compensation approach consisting of base salary and a discretionary bonus. The listed hourly rate range is $48.07–$52.88.

Requirements

At least 10 years of progressive administrative support experience.
At least 5 years supporting C-suite or equivalent senior executives.
Proven success supporting senior leaders within large, global organizations.
Bachelor’s degree preferred; an associate degree may be considered with equivalent experience.
Executive presence, professionalism, credibility, and strong interpersonal effectiveness.
Ability to anticipate executive needs and proactively maximize executive time, effectiveness, and focus.
Excellent judgment and discretion, with the ability to handle sensitive information confidentially.
Strong business awareness and emotional intelligence, including the ability to read situations, adapt to executive working styles, and respond with appropriate urgency.
Ability to work independently and manage multiple priorities in a high-volume, deadline-driven, high-pressure environment.
Exceptional organizational skills, attention to detail, follow-through, and reliability.
Excellent written and verbal communication skills and the ability to communicate professionally with a wide range of stakeholders.
Advanced proficiency in Microsoft Office, particularly Outlook for 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.
Flexibility and responsiveness, including willingness to adjust work hours for executive schedules, early mornings, evenings, and time-sensitive matters.
Commitment to continuous learning and development, with the ability to expand scope and responsibility as trust is established.
Commitment to PIMCO’s values of Collaboration, Openness, Responsibility, and Excellence.

Nice To Haves

Experience in financial services, asset management, or investment banking.
Bachelor’s degree.

Responsibilities

Serve as a primary point of contact for executive administrative needs and provide timely support aligned with executive preferences and business priorities.
Anticipate executive needs, exercise sound judgment, maintain strict confidentiality, triage requests, manage access, and escalate issues appropriately.
Manage complex, fast-changing calendars across multiple time zones; resolve scheduling conflicts using business context and executive priorities; coordinate internal, client, and board-level meetings.
Arrange complex domestic and international travel, including air and ground transportation, visas, itineraries, contingency planning, and real-time support for disruptions.
Reconcile and submit expense reports according to policy and deadlines, and support board-related expense processes where applicable.
Liaise between executives and internal and external stakeholders, communicating professionally and diplomatically with senior leaders, board members and trustees, clients, regulators, and partners.
Collaborate with other assistants and provide backup coverage during absences, vacations, and peak periods.
Prepare and distribute confidential materials, including agendas, briefing memos, and meeting documentation.
Draft, edit, and proofread correspondence, presentations, reports, and other materials.
Coordinate logistics for in-person and virtual meetings, including space and technology readiness, attendee alignment, and distribution of materials and prereads; capture action items and support follow-through.
Support board, committee, and senior leadership meeting logistics and coordination where applicable.
Support special projects, executive initiatives, and events such as town halls, offsites, and board meetings; conduct research, track deliverables, coordinate across functions, and work with vendors and internal partners.
Identify opportunities to improve executive effectiveness through meeting preparation, stakeholder coordination, proactive drafting, and process improvements; take on expanded responsibilities as appropriate.
Continuously develop relevant skills, tools, and business knowledge to improve effectiveness and long-term impact.
Provide flexible support aligned with executive schedules, including ad hoc availability outside standard business hours and adjustments for early-morning or late-evening commitments.