Supervisor/Manager, Executive Assistants

Employer
PIMCO
Location
Newport Beach, USA
Salary
Competitive
Posted
Jul 24, 2022
Closes
Aug 23, 2022
Ref
16013816
Job Function
Operations
Industry Sector
Finance - General
Employment Type
Full Time
Education
Bachelors
About Us:

We are PIMCO, a leading global asset management firm. We manage investments and develop solutions across the full spectrum of asset classes, strategies and vehicles: fixed income, equities, commodities, asset allocation, ETFs, hedge funds and private equity. PIMCO is one of the largest investment managers, actively managing more than $2.2 trillion in assets for clients around the world. PIMCO has over 3,070 employees in 22 offices globally. PIMCO is recognized as an innovator, industry thought leader and trusted advisor to our clients.

PIMCO is one of the world's premier fixed income investment managers with thousands of professionals around the world united in a single purpose: creating opportunities for our clients in every environment. Since 1971, we have brought innovation and expertise to our partnership with the institutions, financial advisors and millions of individual investors who entrust us with their assets. We aspire to cultivate performance and leadership through empowering our people, diversity of thought, and a commitment to an inclusive culture that engages in our global communities.

Position Description:

The Administrative Services, Americas, team partners with every department at PIMCO and with colleagues across seniority levels, from entry-level to the C-suite. We provide critical daily support for all administrative business tasks, including booking travel, processing expense reports, providing phone coverage, planning internal and external meetings, and handling department-specific administrative tasks and projects. Our group is organized according to department business needs and can include dedicated support and shared services, depending on the team and tasks.

Position Description
In this highly visible role, you will be an essential advisor to some of the firm's most senior executives, including those in the Executive Office, Office of the CIO, and Human Resources. You will report to the Head of Administrative Services, Americas, and will be responsible for coordinating the day-to-day supervisory responsibilities of executive assistants, monitoring workloads, prioritizing staffing needs, ensuring vacation and other coverage, while ensuring a high-touch, outstanding service to the executives they support. A critical component of the role will include leadership, guidance, mentorship, and expertise to your direct reports. Diplomacy, awareness of situational sensitivities, and attention to fairness and perception are a constant focus of this position.

Responsibilities
• Develop and manage positive relationships with executive assistants and executives.
• Set goals and objectives and actively manage performance to meet business needs.
• Proactively meet with staff to address assignments, concerns, needs, and help others perform at their best and achieve their fullest potential.
• Meet with executives regularly to solicit performance feedback regarding support and business needs.
• Collaborate with other supervisors, managers, and team leads to identify and cross-train on improvements and best practices.
• Plan and coordinate team-building events.
• Participate in the annual compensation/promotion process.
• Supervise Concur expenses and reconciliation practices.
• Understand UMW, ReadSoft, Workday, and any system the administrative team uses.
• Maintain various distribution lists.
• Approve timesheets and vacation requests.
• Conduct regular staff meetings.
• Provide staffing updates to executives and assistants regarding new hires and changing assignments.
• Work with senior management to review headcount forecast.
• Lead the recruiting and interviewing process.
• Manage new hire orientation/training schedules.
• Understand and develop policies and procedures and be a resource for special requests.

Position Requirements:

Position Requirements
• Track record of embodying PIMCO's values of Collaboration, Openness, Responsibility, and Excellence.
• Minimum 8 years of progressive and inclusive administrative and supervisory experience.
• Minimum 5 years of experience supporting the Executive / C-Suite required.
• Ability to develop strong working relationships at all levels.
• Able to analyze/interpret difficult situations and quickly make recommendations for resolutions.
• Capacity to work independently and lead multiple priorities.
• Outstanding organizational ability and attention to detail.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office.
• Two-year college degree is preferred but not required.

Benefits:

PIMCO is committed to offering a comprehensive portfolio of employee benefits designed to support the health and well-being of you and your family. Benefits vary by location but may include:
  • Medical, dental, and vision coverage
  • Life insurance and travel coverage
  • 401(k) (defined contribution) retirement savings, retirement plan, pension contribution from your first day of employment
  • Work/life programs such as flexible work arrangements, parental leave and support, employee assistance plan, commuter benefits, health club discounts, and educational/CFA certification reimbursement programs
  • Community involvement opportunities with The PIMCO Foundation in each PIMCO office

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