Job Description

Job Description:

Pacific Life is investing in bright, agile and diverse talent to contribute to our mission of innovating our business and creating a superior customer experience. We’re actively seeking a talented Executive Administrative Specialist to join us in Newport Beach, CA. This role may start as a remote position but will eventually be on-site with eventual flexibility into a hybrid setting.

As an Executive Administrative Specialist, you’ll play a key role in Pacific Life’s growth and long-term success by supporting and acting as a resource for several real estate leaders and their teams within the Pacific Life Investments division.

How you will make an impact:

Typing, proofreading, formatting, editing and redlining documents under time-sensitive deadlines. 
Converting both paper and electronic files to PDF format. 
Printing, emailing and distributing documents and reports. 
Setting up and maintaining files, both paper and electronic formats. 
Preparing and maintaining various presentations and reporting. 
Inputting information for tracking charts and dash boards.
Scheduling appointments and meetings; maintaining calendars.
Setting up conference calls and presentations.  
Making travel arrangements and preparing expense reimbursements. 
Ordering supplies. 
Notarizing documents.
Picking up documents for handling and mailing. 
Acting as backup for other administrative assistant team members.
Maintaining a procedural manual.
Proactively seeking out resources to solve problems
Implementing changes in processes to achieve efficiencies.

The experience you will bring:

5+ years of administrative assistant experience
Highly proficient typing and computer skills, including expertise in Word and Excel
Experience preparing and revising documents, including proficiency at using various redlining programs to redline both Word and .pdf documents
Proficient with document formatting tools
Resourceful and investigative mindset; skilled in internet research
Experience with document management and document depository systems (ie: Box.com)
Ability and willingness to learn new programs and technologies quickly
Excellent transcription, grammar, spelling, proofreading and organizational skills
Superior time management skills, with the ability to multi-task many activities and roles at the same time
Strong communication skills, both verbal and written, with all levels of a professional services organization, including interpersonal skills
Ability to work in a team-oriented, service-focused environment and to handle stressful situations in a calm and composed manner
High attention to detail
Can understand and follow work instructions with minimal supervision
Must have notary license or be willing to train to obtain one within 60 days of hiring.

What will make you stand out:

Proficient in Powerpoint, Adobe, Outlook, TEAMS, OneDrive, and OpenText
Ability to use and create Word macros
Four year degree preferred