Senior Executive Administrative Specialist II

Pacific Life•Newport Beach, CA

3d•Onsite

About The Position

Providing for loved ones, planning rewarding retirements, saving enough for whatever lies ahead – our policyholders count on us to be there when it matters most. It’s a big ask, but it’s one that we have the power to deliver when we work together. We collaborate and innovate – pushing one another to transform not just Pacific Life, but the entire industry for the better. Why? Because it’s the right thing to do. Pacific Life is more than a job, it’s a career with purpose. It’s a career where you have the support, balance, and resources to make a positive impact on the future – including your own. We are actively seeking a Senior Executive Administrative Specialist II. This position will be based in our Newport Beach, CA office. The Senior Executive Administrative Specialist II will be responsible for a broad range of administrative and technical duties in support of Pacific Life Investments (PLI) and Institutional Capital Markets (ICM). They will be the primary administrative support for the Head of ICM and PLI's Chief Financial Officer and other senior staff. We are seeking a candidate who can maintain a positive and professional attitude under pressure, with the flexibility to adapt to changing priorities in a deadline driven environment. This position is highly visible, and the candidate should have the poise and professional demeanor to greet and assist all visitors and guests.

Requirements

5+ years administrative experience supporting senior level executives or general administrative support
Proficiency in Microsoft Office 360 applications (Outlook, Word, Excel, and PowerPoint) and Adobe Acrobat
Approachable, professional and self-motivated individual with a positive and can-do attitude
Ability to make independent decisions regarding planning, organizing and scheduling work
Must have exceptional organizational skills, be able to prioritize and handle multiple tasks, think independently, maintain confidentiality, use discretion, able to handle time sensitive projects and adapt to changes quickly
Excellent problem solving and administrative skills to handle a wide variety of complex situations
Ability to resolve conflicts involving specific administrative responsibilities
Must be extremely detailed-oriented and use sound judgment
Excellent oral and written communication skills, ability to work well with all levels of people within the organization, inter-department coordination and organization skills
Ability to maintain a calm and diplomatic manner
Must be able to work occasional overtime as required

Responsibilities

Calendar management utilizing Microsoft Outlook; must be flexible with last minute schedule changes and urgent meeting requests
Coordinate conference/meeting room set-up, order catering, and make logistical arrangements including ensuring audio/video equipment is functioning properly in advance of meetings
Use Concur to arrange and maintain travel plans and itineraries
Use Concur to assist with the timely submission of expense reports and all appropriate follow-up work
Processing invoices from external parties
Screening and handling of telephone calls
Maintaining office supplies
Ad-hoc administrative projects and general administrative support as needed

Benefits

Medical
Dental
Vision
Wellbeing Reimbursement Account
Paid Time Off
Holiday Schedules
Financial Planning Time Off
Paid Parental Leave
Adoption Assistance Program
Competitive 401k savings plan with company match and an additional contribution regardless of participation