Job Description

This role supports senior leadership by providing administrative assistance in a timely and accurate manner. The position involves a variety of administrative functions, including event planning, managing confidential documents, and serving as a backup to executive support staff.

Responsibilities/ Job Duties: 

• Answer and route telephone calls professionally.
• Provide administrative support to senior leaders, including drafting and distributing various forms of correspondence like emails, memos, and reports.
• Transcribe audio recordings and edit transcriptions for accuracy.
• Sort and distribute incoming mail.
• Serve as a resource for information and referrals on various topics.
• Establish and maintain accurate and up-to-date files, including confidential documents.
• Coordinate and arrange meetings, prepare agendas, and handle travel and lodging reservations.
• Prepare and distribute meeting minutes to participants.
• Manage electronic and physical files for contracts and applications.
• Order and oversee office supplies and food for meetings.
• Assist other departments with data entry as needed.
• Draft documents from verbal instructions or notes.
• Handle confidential information with discretion.
• Demonstrate a positive, proactive attitude and collaborate effectively with colleagues.
• Take on additional duties to support continuous operations.
• Complete assignments within scheduled shifts.

Minimum Education and Experience Qualification Requirements:

• A college degree is preferred; relevant work experience may be considered in place of a degree.
• Proficiency in common office software, including word processing and spreadsheet applications, is a must.
• Excellent written and verbal communication skills are required, and bilingualism is a plus.
• Strong organizational and interpersonal skills are essential.
• Must be able to work effectively under pressure and handle confidential issues.
• The ability to work and communicate with people from diverse backgrounds is necessary.
• Physical ability to lift up to 15 pounds.

Schedule/ Shift: Monday - Friday 8am - 5pm 

^*We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable federal, state, and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance (FCIHO), Los Angeles Fair Chance Ordinance for Employers (ULAC), The San Francisco Fair Chance Ordinance (FCO), and the California Fair Chance Act (CFCA).

^*As a job position within our Insurance division, a successful completion of a background check may be required as a condition of employment. This requirement is directly related to essential job functions including but not limited to: accessing medical and confidential records, verifying financial information, and working within departments that care for vulnerable populations, such as, minors, elderly and those with physical or mental disabilities. Due to these job duties, this position has a significant impact on the business operations and reputation, as well as the safety and well-being of individuals who may be cared for as part of the job position or who may interact with staff or clients