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Administrative Assistant II

Location: Los Angeles
Posted on: June 12, 2021

Job Description:


Administrative Assistant II

Los Angeles, CA

12-month contract

Job ID 2021-5419

Solugenix is assisting a client, a prestigious and large investment management company in their search for a Administrative Assistant II. This is a 12-month contract opportunity based out of Los Angeles, CA.

The level II Administrative Assistant works independently on standardized/recurring assignments and under the direct supervision of more senior associates on complex projects, analyses, and tasks. The Assistant undertakes a range of administrative tasks that support senior managers and/or the department and also acts as the first point of contact for internal and external queries.


  • Requires 3-5 years of experience as an administrative assistant.
  • Demonstrates initiative by identifying issues for managers/others.
  • Demonstrates ability to influence others.
  • Demonstrates effective written and oral communication skills with a diverse group of associates and senior business leaders.
  • Demonstrates sound judgment in resolving matters of moderate complexity.
  • Demonstrates ability to prioritize assigned work and complete it on time.
  • Demonstrates effective and professional service orientation and builds rapport with internal and external contacts.
  • Consistently demonstrates the ability to evaluate and appropriately address privacy and confidentiality concerns when dealing with others.
  • Demonstrates working knowledge of Microsoft Office and other relevant software and applies it to work assignments, especially Outlook, Word, Excel, and PowerPoint.
  • Demonstrates working knowledge of the department's function and applies it to work assignments.


  • Provides administrative support.
  • Manages calendars, responds to and sends out meeting requests, and ensures schedule are kept up-to-date and accurate.
  • Resolves meeting conflicts and handles reschedules to accommodate more urgent time-sensitive requests.
  • Keeps managers informed of upcoming appointments and deadlines.
  • Arranges meetings collate and distributes material, books meeting rooms, visitor passes, and equipment as required.
  • Meets greets and escorts visitors, meeting attendees and candidates.
  • May distribute follow-up materials.
  • Produces general correspondence, reports, and presentations.
  • May create documents transcribing from voicemail, recordings, or in-person meetings.
  • Develops appropriate formats and checks for grammar, punctuation, and spelling.
  • Organizes travel arrangements. Reserves transport and accommodations taking into consideration manager preferences, cost, and timing implications.
  • Ensures that managers have the necessary paperwork for travel (tickets, confirmation numbers, visas, itineraries).
  • Completes business expense claims promptly and follows up on reimbursements if necessary.
  • Manages incoming mail and correspondence (post, email, etc.).
  • Covers telephones and takes accurate written messages and notes.
  • Provides backup support for other administrative assistants.
  • Creates and maintains lists, files, and databases to enhance efficiency and productivity.
  • Organizes and maintains information that may be sensitive, confidential, or technical.
  • Audits records for discrepancies and reconciles issues as appropriate.
  • Keeps abreast of internal administrative policies, practices, and guidelines (e.g., conference call and WebEx best practices, travel and expense guidelines, Office Services processes, etc.).
  • May order supplies and equipment and handle incoming invoices.
  • May track, gather, maintain and compile market or internal information, and generate reports.
  • May conduct basic analysis and auditing.
  • Acts as the first point of contact for the team or department.
  • Serves as the first point of contact for inquiries.
  • Assesses level of urgency, determines business nature, and identifies what inquiries need to be directed to particular team members.
  • Responds to routine internal and external queries concerning guidelines, procedures, or operations. Escalates issues and redirects technical queries to others as appropriate.
  • May work on special projects as assigned.
  • Performs additional responsibilities as assigned.

About the Client

Our client is an American financial services company. It ranks among the world's oldest and largest investment management organizations. They have offices globally.

About Solugenix

For over 50 years, Solugenix has been a global technology development and services firm with locations in California, Arizona, India, and the Dominican Republic. As a pioneer in Professional Staffing and IT Consulting, we have partnered with some of the biggest global corporations across many industries. Our history was built on a foundation of partnerships with global brands like McDonald's, Microsoft, CIT Group, Johnson & Johnson, Herbalife, Sony Pictures Entertainment, and many others who look to Solugenix to be their trusted partner in providing professional staffing, non-IT, and IT solutions.

We live our core values in everything that we do, starting with "doing the right thing" for our employees/contractors and "committing to client success." This is a big part of how we continue to make lists like "2019 Forbes Small Giants". We also forge strategic partnerships with vendors and corp-to-corp candidates (C2C) that share our core values and encourage you to partner with us.

In addition to generating ground-breaking, industry-defining solutions for our clients and our own projects, we partner with clients with whom we share core values and a common professional culture to help them find talent for their valuable opportunities. At Solugenix, we invest in the personal development and growth of every individual. While this is a position with one of our esteemed clients, Solugenix will continue to invest in your personal growth and development, providing you with a successful career as well as ensuring client success.

Keywords: SOLUGENIX, Los Angeles , Administrative Assistant II, Other , Los Angeles, California

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