Administrative Assistant III (Contract)

VTRAC Consulting Corporation

“Intelligent Resources”

Thank you for applying to VTRAC opportunities. Please e-mail your resume as a MS-WORD document in confidence Subject: Administrative Assistant III (Contract); Contact: [email protected]

Title: Administrative Assistant III

Type: 6 Months Contract

No. of Positions: 1

Location: Newport Beach, CA

Background:

A global financial organization, that offers a suite of financial products across a range of asset classes, investment styles and geographies.

Responsibilities:

– Create entries, update data, add files and create reports using multiple databases i.e., Real Connect, VTS, Kardin, Yardi, etc.

– Process and track confidentiality agreements for the Acquisition team.

– Create analysis maps for Acquisition and Investment Committee packages using Google Earth.

– Compile Adobe PDF documents to produce client reports and deliverables.

– Manage multiple calendars and set up Skype meetings.

– Process expense reports and make travel arrangements for all of the office staff.

– Prepare various types of correspondence.

– Process incoming leases and maintain the lease log.

– Serve as liaison for the office with the Technology department.

– Assist with coordination of special projects and events as needed, i.e., conference sponsorships, client events, etc.

– Fill in for Facilities Assistant in her absence.

Must Have Technical Skills:

– Proficiency in Microsoft Office, Word, Excel, PowerPoint, Adobe Acrobat and database entry

– Strong organizational skills and ability to prioritize varied and multiple tasks

– Ability to problem solve and to make appropriate decisions

– Excellent communication skills

– Ability to troubleshoot minor computer issues for staff

– Commitment to delivering exemplary ‘best in class’ customer service

– Strong ability to build rapport and strong working relationships to encourage a supportive working environment.

Facilities responsibilities:

• Handle all Reception/Front of the House responsibilities including maintaining suite access cards and parking validations.

• Ensure all telephone calls are answered in a professional and timely manner.

• Manage the conference room calendars and maintain the cleanliness of the conference room.

• Handle catering/beverage requests for all meetings in the office.

• Coordinate with outside vendors and property management and provide onsite assistance when needed.

• Provide general maintenance for office copiers, printers, postage machine, refrigerator, and ice machine; arrange service calls as needed.

• Order and restock office supplies and refreshments.

• Open and process mail, ship USP packages.

• Log outgoing documents and invoices.

• Print and distribute copies of presentations, reports and other documents as needed.

Additional assistance provided:

• Record new Acquisition transaction entries into Real Connect.

• Update data in Real Connect for Weekly Status Log.

• Run and distribute Real Connect Status Log reports for various meetings.

• Setup and maintain Acquisition hard copy files.

• Printing and binding of client reports.

• Assist with travel arrangements if needed.

We thank all candidates in advance. Only selected candidates for interviews will be contacted. For other exciting opportunities, please visit us at www.vtrac.com. VTRAC is an equal opportunity employer.