Administrative Assistant - Newport Beach, CA

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 $1.8 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 Assistant role at PIMCO provides challenge, diversity and opportunity. This is a fast-paced environment that requires individuals to be self-starters, highly professional, organized and detail oriented. We look for candidates who are collaborative, inclusive, effective communicators and exercise good judgement across all responsibilities. We encourage individuals to take ownership and initiative and bring forth creative ideas and solutions.


This role is required to work onsite.

Calendar Management
• Heavy calendar management for multiple executives with competing priorities according to their preferences
• Effectively prioritizes meetings and proactively identifies and resolves calendar conflicts
• Communicates effectively and keeps managers' calendars well organized

Meeting Coordination
• Schedules external & internal meetings, calls and video conferencing with multiple time zones and participants
• Communicates with assistants across departments and offices to check and confirm availability for participants
• Coordinates meeting materials, printing and distribution in accordance with firm-wide deadlines
• Handles all aspects of meeting logistics (i.e. VC details, conference rooms, A/V assistance, catering)

Travel Coordination and Preparation
• Coordinates complex international and domestic travel arrangements through our online booking tool and travel agency
according to the company travel and expense policy
• Arranges cost effective ground transportation, books hotels and manages all logistics
• Creates final travel itinerary, including detailed information on client meetings

Expense Reports: Travel, Gifts and Entertainment
• Gathers business documentation to prepare monthly expense reports
• Prompts managers after travel, meetings and events for proper documentation
• Prior to travel or events, obtains policy exception approvals and compliance pre-approvals
• Processes monthly detailed expense reports through the firm expense management system
• Reconciles monthly expenses with corporate credit card statements to ensure balances are paid in full, and follows up with
managers for personal payments when needed
• Monitors and tracks all expense reports submitted until final payment

Internal and External Client Servicing and Phone Coverage
• Communicates clear and accurate details along with timely follow-up to emails and ad hoc requests
• Creates follow up correspondence according to the requirement of each individual
• Provides excellent client service both internally and externally
• Handles a high volume of phone calls and escalates matters appropriately

Project and Department Responsibilities
• Completes assigned projects on time and with accuracy
• Interacts with senior management & assistants from other departments to support all business needs as a team
• Supports individuals with any projects or events using a variety of firm tools and applications
• Assist with general administrative tasks including preparing correspondence, data entry, maintaining client contact information

Position Requirements:

• 5+ years of previous administrative experience supporting multiple executives
• Proficient working knowledge of Microsoft Office Suite including Outlook, Excel and Word
• Must possess strong written and verbal communication skills, including an exceptional telephone presence and the ability to
prepare professional correspondence
• Able to take on varying responsibilities and adapt to changing situations with minimal notice and guidance
• Team player with a positive can-do attitude
• Self-starter that shows interest in your professional growth and initiative to improve processes and procedures
• 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