Senior Executive Administrative Specialist
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’re actively seeking a talented Sr Executive Administrative Specialist to join our Private Assets Investment team in Newport Beach, CA. This role is hybrid (4 days/week). Additional in-office days may be required as business needs dictate. As a Sr Executive Administrative Specialist, you'll play a key role in providing a broad range of administrative and technical support to several teams within the Private Assets Investment team, including Pacific Private Fund Advisors (PPFA). You will report directly to the SVP and Deputy Chief Investment Officer.
Requirements
- 5+ years of administrative experience supporting senior-level executives.
- Strong experience with Microsoft Office 365 applications (Excel, Outlook, PowerPoint, Teams) and Adobe Acrobat
- Experience using Docusign, Concur, and Coupa
- Approachable, professional, and self-motivated individual with a positive and collaborative attitude
- Ability to make independent decisions regarding planning, organizing, and scheduling work
- Excellent organizational skills, ability to prioritize and handle multiple tasks, independent thinking, maintaining confidentiality, use of discretion, ability 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
- Extremely detailed-oriented and uses 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
Nice To Haves
- Experience working in the investment space preferred.
Responsibilities
- Partner, collaborate and provide guidance to applicable departments and other administrative staff to support key initiatives, meetings, or projects.
- Proactively manage calendars and calendar conflicts using MS Outlook
- Make travel arrangements and prepare expense reports using Concur.
- Process invoices using Coupa.
- Serve as a point of contact for all internal and external visitors and interact with them in a professional manner.
- Order department supplies
- Manage the onboarding process for new team members
- Prepare correspondence and documents as assigned using demonstrated proficiency in written communication.
- Receive and respond to emails in a professional manner.
- Complete assigned processing, documentation, and reports using knowledge of applicable systems and contacts.
- Use Microsoft Excel, Word, PowerPoint, and Teams to complete assignments as required.
- Be the department point person for technology and hardware support
- Support and help organize department events.
- Complete miscellaneous tasks and projects, as assigned.
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
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
No Education Listed
