Administrative Assistant

JobsCloseBy Editorial Insights

CIM Group is seeking a full-time on-site Administrative Assistant to support the Development Infrastructure team in Los Angeles. The role covers scheduling meetings and travel, preparing correspondence and materials, coordinating meetings including tech and minutes, handling mail and filing, planning events, and processing expense reports and invoices with strict confidentiality. A bachelor’s degree or related experience, at least two years in an admin role, and strong Microsoft Office skills are required, with preference for video conferencing and accounts payable software experience. Highlight your ability to manage complex calendars, communicate across levels, and resolve issues independently. CIM offers competitive pay, a broad benefits package, growth opportunities, and a real commitment to diversity and inclusion, with a base hourly range of $31.25 to $40.87 and potential overtime.

RESPONISBILITIES:

• Planning and scheduling meetings, conference calls, accepting and/or declining and/or rescheduling meetings for individuals on the team.  Handle scheduling of business appointments.
• Make and/or coordinate travel arrangements including but not limited to; arrangements related to booking commercial flights, hotels, ground transportation and updating itineraries for both domestic and international travel as required.  Coordinating itineraries with others. 
• Prepare and edit correspondence and communications. 
• Mange the coordination of meetings including technology and refreshment set-up, preparation of meeting materials (e.g. agenda and presentation), and recording meeting minutes.
• Coordinate outgoing mail including but not limited to addressing, metering, and certified or registered mail, overnight delivery and intra-company.
• Set-up and maintain departmental and/or management files according to established criteria.
• Event planning responsibilities including but not limited to; planning corporate events, booking related travel. 
• Prepare and process expense reports. Reconcile charges to Corporate and/or business credit card(s) and review, approve, code, and process invoices related to departmental expenses including but not limited to:  setting up vendors, ensuring appropriate insurance coverage is obtained and submitted, and tracking payments to ensure timely payments.
• Processing of invoices related to project expenses including but not limited to; setting up vendors, tracking payments in system to ensure timely payments.
• Maintains a high level of confidentiality with sensitive information.
• Performs other duties, including special projects, as assigned.

EDUCATION/EXPERIENCE REQUIREMENTS: (including certification, licenses, etc.)

• Bachelor’s degree and/or related experience preferred.
• Minimum of 2 years of experience in an administrative assistant role.
• Experience with Microsoft Office including Outlook, Word, Excel, PowerPoint required.
• Experience with video conferencing software is preferred.
• Experience with accounts payable software desirable.
• Experience with office equipment such as printers, copiers, scanners, mail metering machines.

ABOUT YOU:

• Ability to interpret documents such as contracts, agreements, documents, reports, and procedure manuals.
• Demonstration of appropriate judgment and decision making in resolving issues that arise.
• Active, contributing member in a team environment.
• Responsiveness to requests and demonstrated ownership in completing essential tasks and assignments In a timely manner.
• Professional, pleasant attitude and demeanor that positively reflects on the individual as a representative of their Principal and/or the organization they represent.
• Ability to effectively interact and communicate with all levels within the organization, external groups, and boards of directors.
• Ability to respond effectively to the most sensitive inquiries or complaints.
• Ability to complete responsibilities and projects with minimal direction/supervision.
• Ability to apply common-sense understanding to carry out instructions.
• Ability to solve practical problems.
• Ability to define problems, collect data, establish facts and draw valid conclusions.