Admin Assistant - Ultimate Staffing Services

We are seeking a Administrative Assistant who will be responsible for providing day-to-day administrative support to assigned Partners and Senior Managers and their respective department. This position reports to the Controller and is an excellent opportunity to showcase your administrative and customer service skills.

Essential Functions:

• Serves as a point of contact for clients both in the office and on the telephone, including: screening phone calls, ensuring client messages are communicated to the appropriate client service staff, and following up with clients, when appropriate.
• Schedules appointments using Outlook.
• Tax Return Assembly when needed as well as Back-up for Financial Statements
• Composes and/or proofreads correspondence and takes responsibility for accuracy of final product.
• Processes time and expense reports accurately and timely, and manages expenses and reimbursements.
• Creates and maintains filing systems.
• Monthly billing
• Scanning of daily documents into GFR.
• Coordinates travel arrangements when needed
• Provides meeting, conference, and special event coordination, including: reserving conference rooms, teleconference setup, video conference setup, email announcement to meeting participants, procurement of audio/visual aids, and food and beverage service.
• Develops and maintains the industry group calendar of events, if required
• Special projects as assigned by the Firm
• Notary for the Firm (If licensed)

Knowledge/Skills/Abilities:

• Experience in a professional services firm a plus
• Must have business knowledge
• Strong attention to detail and accuracy
• Ability to work effectively in fast-paced environment
• Must have a high level of interpersonal skills
• Ability to handle sensitive situations and confidential information
• Client service oriented (internal and external)
• Ability to multi-task and prioritize in a fast-paced environment
• Efficiency with Microsoft Office and Excel
• Adept at learning new technology
• Excellent written and verbal communication skills
• Flexibility with overtime to meet deadlines
• Consistent punctuality and dependability
• Work with limited direction and manage own time effectively, but able to work as a contributing member of a team
• Professional appearance in accordance with business casual dress code

EDUCATION:

High School Diploma or equivalent required, Bachelor's degree preferred.

EXPERIENCE:

Minimum of 5 years of experience in an administrative assistant role preferred.

QUALIFICATIONS:

Working knowledge of MS Office (Primarily Word, Outlook, PowerPoint and Excel, QuickBooks)
Knowledge of time record keeping software (CCH Axcess) a plus

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.