Administrative Assistant

Job Description

Job Description

Professional Search Group OC is seeking a detail-oriented and proactive Sr . Administrative Assistant to join our client’s team. The Sr . Administrative Assistant serves as an experienced administrative professional, responsible for supporting management staff by coordinating special projects, organizing department activities, and handling key administrative tasks. The ideal candidate will have strong organizational skills, excellent communication abilities, and a proven track record of providing high-level support to executives or managers.

Professional Search Group OC is proud to partner with a leader in aviation and travel in Ontario, CA. 

• Manage complex executive calendars, including frequent scheduling changes and conflict resolution.
• Coordinate multiple recurring meetings (Weekly Operations, Monthly Managers, Emergency Management, ADA, SMS, Environmental, etc.).
• Book conference rooms, manage setup logistics, order food and beverages, and prepare meeting materials, agendas, and sign-in sheets.
• Capture, organize, and distribute meeting notes and follow-up action items.
• Create and manage Purchase Orders (POs) and track approvals.
• Support other administrative staff and contractors with PO submissions and approvals.
• Process invoices and assist with electronic document signatures and approvals.
• Create spend authorizations and maintain accurate financial records.
• Book travel arrangements for executives and team members.
• Process expense reports for multiple corporate credit cards.
• Manage purchases on behalf of various departments (ADA, SMS, Emergency Management, Environmental).
• Send weekly update reminders to directors and ensure timely submission of reports.
• Support internal communications by organizing and managing information flow within the division.

Executive Assistant Qualifications

• Proven experience as an  Executive Assistant, Senior Administrative Assistant, or similar role supporting senior leadership.
• Strong calendar management experience, with the ability to handle frequent scheduling conflicts and changes.
• Excellent organizational and time management skills with attention to detail.
• Strong written and verbal communication abilities.
• Experience creating purchase orders, processing invoices, and managing expenses.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams) and digital signature tools.
• Ability to handle sensitive information with discretion and confidentiality.
• Experience supporting multiple departments or a large operational division preferred.

Apply with  Professional Search Group OC today!