Administrative Assistant

Job Description

Job Description

LHH is actively seeking an Administrative Assistant for one of our top clients in Orange County! This will be contract to hire and will report onsite to our client's office in Costa Mesa, CA.

Job Summary

The Administrative Support Specialist provides high-quality administrative and operational support to various departments, teams, and offices across the firm. This role manages a variety of administrative processes, coordinates meetings and events, supports client and employee needs, and works closely with management and firm leadership to ensure timely and accurate completion of tasks.

The ideal candidate is highly organized, detail-oriented, service-focused, and comfortable managing multiple priorities in a deadline-driven professional environment.

Key Responsibilities

• Provide administrative support to assigned departments, centralized administrative support teams, offices, and national, geographic, or market teams using firm systems, tools, and software.
• Manage and respond to administrative support requests and tickets in a timely and accurate manner.
• Provide e-filing and other administrative support for national tax administration teams, as needed.
• Coordinate and support large-scale in-office, market-wide meetings, conferences, and events, including:
  • Scheduling meetings with Principals, firm leaders, and other key stakeholders.
  • Managing calendar invitations and meeting logistics.
  • Reserving meeting rooms and coordinating technology needs.
  • Arranging catering, room setup, and other event requirements.
• Assist the Office Administrator with vendor invoice processing, including obtaining appropriate coding and approvals.
• Process client invoices accurately based on information provided by management.
• Support the administration of office and firm memberships, licenses, and related services.
• Assist with new hire onboarding and employee offboarding activities as directed.
• Provide expense reporting support, including submitting and managing expense report requests.
• Collaborate with management to establish new clients and maintain accurate client information, billing data, and related records.
• Prepare and format a variety of professional materials, including correspondence, letters, memoranda, interoffice communications, confidential presentations, and reports.
• Provide seasonal or as-needed administrative support for tax-related services.
• Identify opportunities to improve administrative processes, efficiency, and service delivery.
• Perform other duties and special projects as assigned.

Qualifications

Education

• High school diploma, GED, or equivalent required.
• Bachelor's degree preferred.

Experience

• Three (3) or more years of administrative experience required.
• Experience in a professional services environment preferred.

Technology Skills

• Advanced proficiency in Microsoft Office Suite, including:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft Outlook
  • Microsoft PowerPoint
• Experience with enterprise resource planning (ERP) systems preferred.
• Experience with PeopleSoft or similar database systems preferred.

Knowledge, Skills & Abilities

• Strong organizational skills with exceptional attention to detail and accuracy.
• Ability to manage multiple priorities, projects, and deadlines in a fast-paced environment.
• Excellent written and verbal communication skills, including strong grammar, spelling, and proofreading abilities.
• Demonstrated ability to communicate professionally and effectively with senior leadership, management, employees, and external clients.
• Exceptional customer service skills with the ability to exercise sound judgment, discretion, diplomacy, and professionalism.
• Ability to handle sensitive and highly confidential information with discretion.
• Strong problem-solving skills and the ability to work independently and make appropriate decisions within established guidelines.
• Demonstrated initiative and a commitment to continuously improving processes and procedures.
• Ability to build positive working relationships across all levels of the organization.
• Flexible, collaborative, and willing to provide support where needed.
• Ability to adapt to changing priorities while maintaining a high level of accuracy and service.

Pay Details: $30.00 to $33.65 per hour

Search managed by: Kaitlynne Hope

Benefit offerings available for our associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan. Our benefit offerings provide employees the flexibility to choose the type of coverage that meets their individual needs. In addition, our associates may be eligible for paid leave including Paid Sick Leave or any other paid leave required by Federal, State, or local law, as well as Holiday pay where applicable.

Equal Opportunity Employer/Veterans/Disabled

Military connected talent encouraged to apply

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The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:

• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance

Massachusetts Candidates Only: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.