Administrative Assistant

Salary: USD
26 - USD
30 per hour

We are seeking an energetic and proactive Administrative Assistant
for a Financial Investment firm based in Aliso Viejo, CA. You will have the opportunity to work in a newly renovated and upscale office environment with an onsite chef that provides catered lunches!

* NOTE* :
This position is fully onsite 5-days a week in Aliso Viejo, CA (NO remote or hybrid options available)

• Serve as the primary point of contact by professionally greeting guests, answering, screening, and routing incoming calls, and managing accurate message-taking.
• Receive, sort, and distribute incoming mail and packages; prepare and send outgoing shipments via Fed Ex.

• Maintain full stock of kitchen supplies, refrigerators, and snack stations across both office floors on a daily basis.
• Manage kitchen sanitation, including the loading, running, and unloading of dishwashers.
• Oversee office and kitchen supply inventory to ensure reorders are placed proactively.
• Assist with daily company-provided lunch, including complete setup and post-lunch cleanup.
• Maintain tidiness in the kitchens and common areas.
• Provide ad-hoc administrative support to management as needed.
• Perform general administrative tasks, including physical and digital filing, data entry, and spreadsheet management.
• Collect and upload financial receipts for the Accounting department.
• Assist with scanning, uploading, and following up on death certificates.
• Assist with employee engagement and recognition programs, including milestone cards and birthday desk decorations.
• Perform miscellaneous administrative duties as business needs require.

Note: This position requires a higher level of physical activity than a traditional desk job. Candidates must be comfortable on their feet for extended periods and capable of performing the following physical tasks:

• Managing a multi-level office environment, which includes frequently walking up and down stairs between two floors.
• Reaching, bending, and stocking items within upper and lower kitchen and supply cabinets.
• Lifting, carrying, and maneuvering bankers' boxes containing files and policies weighing up to 20 lbs.

• Professional Demeanor: Friendly, approachable, and able to project a positive company image to clients, visitors, and staff.
• Communication: Excellent verbal and written communication skills across all organizational levels.
• Autonomy: A self-starter who demonstrates effective critical thinking, works independently with minimal oversight, and takes initiative.
• Executive Presence: The poise and confidence required to interact professionally and effectively with C-level executives.