Administrative Assistant

Job Description

Job Description

Administrative Assistant

Location: Glendale, CA

Schedule: Monday-Friday, 7:00 a.m.-3:00 p.m.

Work Arrangement: In-office; hybrid schedule may be negotiable

Pay Range: $24.00-$26.50 per hour DOE

Position Summary

We are seeking an Administrative Assistant to provide support to management, coordinate company events, and handle day-to-day office operations. The ideal candidate is highly organized, comfortable managing multiple priorities, and able to communicate professionally with employees and executives. This position requires strong attention to detail, initiative, and proficiency with Microsoft Office, particularly Outlook, Teams, Excel, and PowerPoint.

Key Responsibilities

Administrative Support

• Schedule and coordinate virtual and in-person meetings.
• Handle travel arrangements including flights, hotels, transportation, and itineraries.
• Draft and prepare professional email communications and other correspondence.
• Assist with expense reports and maintain supporting documentation.
• Assist with PowerPoint presentations, Excel spreadsheets, reports, and other business materials.
• Provide general administrative support, including printing, scanning, copying, and mail distribution.
• Assist with special projects and other administrative needs as assigned.

Events & Meetings

• Provide planning and logistical support for quarterly and annual staff meetings.
• Coordinate business lunches, dinners, and other company-hosted meetings.
• Support broker events and other Business Development activities.

Office Management Support

• Monitor and order office supplies
• Maintain organized electronic and physical filing systems.
• Assist with parking validations
• Help maintain an organized, professional, and welcoming office environment.
• Provide support for miscellaneous office projects and operational needs.

Qualifications

• Bachelor's degree preferred; equivalent education and relevant work experience will be considered.
• Previous administrative, office coordination, or related experience required.
• Proficiency with Microsoft Outlook and Teams, including calendar management, meeting scheduling, and virtual meeting coordination.
• Intermediate to advanced Microsoft Excel skills.
• Experience with Looker BI is a plus.
• Proficiency in Microsoft PowerPoint and preparation of professional presentations.
• Strong written and verbal communication skills.
• Excellent organizational and time-management skills.
• Strong attention to detail
• Ability to prioritize multiple responsibilities and adjust to changing needs.
• Ability to handle confidential or sensitive information with discretion.
• Self-motivated with a willingness to take initiative and assist where needed.

Work Schedule

This is primarily an in-office position, Monday through Friday, from 7:00 a.m. to 3:00 p.m. A hybrid work arrangement may be negotiable based on business needs.

The ideal candidate will enjoy working in a collaborative environment and supporting a variety of administrative, event, and office-management responsibilities.

Benefits Offered:

Health

CIBA offers a comprehensive benefits package to its employees including medical, dental, vision, and life insurance. We also offer a flexible spending account (FSA) and Health Savings Account (HSA) to help our employees save on healthcare expenses.

Retirement

To assist employees with retirement planning, we offer a 401(k) plan with a Roth option and employer-matching contributions.

Paid Time Off

We offer paid meal breaks, paid holidays, vacation, and sick time. We also offer bereavement leave to support our employees during difficult times and paid volunteer time.

Company Culture

We have a positive team culture and offer an employee referral program, company-wide employee recognition program, and anniversary recognition program to show our appreciation for our employees' hard work and dedication. We also host various employee events throughout the year to foster a sense of community and fun in the workplace. Paid volunteer time is offered to support our employees' dedication to helping their local communities.

We thank all applicants for their interest in this position; however, only those selected for an interview will be contacted.

This organization participates in E-Verify.