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Administrative Assistant
Job in
Newport Beach, Orange County, California, 92660, USA
Listed on 2026-01-29
Listing for:
Gateway Group
Part Time
position Listed on 2026-01-29
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Admin Assistant, Virtual Assistant/ Remote Admin, Office Assistant
Job Description & How to Apply Below
An Administrative Assistant at Gateway handles reception duties and provides administrative support to company operations. This part-time role supports the Operations Manager to ensure smooth the smooth execution of company activities and events.
Responsibilities
Reception
- Operate a multi-line telephone console to answer and direct incoming calls. Obtain caller's contact information and forward call to appropriate party. Take and relay messages, as necessary.
- Provide information and assistance to clients and callers in a friendly and courteous manner.
- Receive visitors at the front door, greeting, directing, and announcing them appropriately.
- Update and maintain databases such as mailing lists, contact lists, and client information. (Includes Hubspot and other information systems.)
- Update and maintain internal staff contact lists.
- Maintain reception and common areas in a safe and tidy manner.
- Assist with conference room reservations and set up of meetings.
- Support operations by completing projects and tasks delegated by the Operations Manager.
- Assist in annual Gateway conference planning and execution including invitations, registration, meeting schedules, presentation schedules, sponsor ships, etc.
- Travel to annual Gateway conference and company events as needed.
- Assist with inventory and stock office supplies and beverages. Order specialty items upon request.
- Fax, scan, and copy documents for Directors.
- Coordinate office lunch orders as needed.
- Assist Operations Manager with planning and coordination of company events.
- Print presentations, pitch books, and other documents.
- Maintain TPX phones and Cox cable setup.
- Assist with data entry and other administrative tasks.
- Consistently friendly disposition and pleasant demeanor with tact, patience, and courtesy.
- Strong and effective verbal, written, and interpersonal communication skills.
- Basic computer proficiency (Microsoft Office Suite).
- Ability to handle sensitive information in a confidential manner.
- Prior experience as an administrative assistant/receptionist is a plus, but not required.
- Availability to work Monday through Friday from 8:30am to 1:30pm. In addition, flexibility to work extended hours for special events such as the annual Gateway conference.
- Role does not include or require driving.
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