Administrative Assistant, Part-time (ELS)

The Administrative Assistant will play a key role in supporting the office's administrative functions and assisting the leadership team. This role involves handling tasks such as data entry, managing the main phone line, providing executive administrative support, scheduling appointments, managing calendars, and effectively communicating with clients and agents. Additional responsibilities include taking dictation, completing special projects across departments, and relieving office leadership of various clerical and administrative duties. The Administrative Assistant will collaborate with multiple departments, including IT, Facilities, the Market Leader, and Regional Recruiting Coordinators, to ensure seamless operations.

This role is based in our El Segundo, CA office.

RESPONSIBILITIES :

Office Administration :

Serve as the first welcoming point of contact for clients and visitors, direct them to the appropriate party, while ensuring a positive first impression

Ordering, stocking, inventory, and expense report of office supplies

Costco, Amazon, etc.

Coffee supplies stocking (daily)

Liaison for MRIES and New Hire agent for smooth on-boarding and off-boarding process

Computer set up, phones etc.

Welcome packets and New Hire collateral

Building and office card access

Updating seating chart in Box and in Atlas

Workstation setup as needed

Clean out agent cube if terminated

Liaison between building management and MREIS

Handle on-site building requests

Restocking public restroom, light not working, A / C issues, etc.

Required emergency course education

Parking validations

Office equipment management

Reload and troubleshoot Pitney Bowes system

Printer supplies (toner and paper) and stocking (daily)

Printer troubleshooting and handle troubleshooting with vendor

Manage and answer the main phone line

Ensure company voicemail is checked daily and messages are relayed to the appropriate party

Provide wire instructions

Mail pickup and delivery (daily)

Cleaning up office

Keeping organized and presentable (daily)

Clean refrigerator (weekly)

Setup conference room for conference calls and meetings

Monday morning meeting

Setup live trainings

Stocking collateral and water for meetings

Setting up recruiting presentations

Coordinating with vendors for miscellaneous office tasks

Assisting agents with basic technology needs

Expense reimbursements

Coordinating and supporting internal office events

Market Leader Administrative Support :

Office Competition Support

Interview scheduling & administrative support

Miscellaneous tasks

Training Support :

Act as the office point of contact for Matthews University Program and assisting Training and Recruiting Team ad hoc

Preparing first day collateral

Posting training calendar around office

Organizing mixers and activities

Ordering catering and setting up for Summer Training Events

Prepare conference room for live trainings and herd summer class

REQUIREMENTS :

Associates Degree or higher

2+ year(s) relative experience

Expert knowledge of Microsoft Office including but not limited to Word, Excel, OneNote, and Outlook

Ability to work in a fast-paced, demanding environment while maintaining strong attention to detail and time management

Excellent interpersonal and communication skills

Exceptional problem-solving skills

Ability to apply common sense and understanding to interpret instructions and perform duties efficiently

The ideal candidate is extremely detail oriented, intelligent, confident, and professional. This person must be proactive with the ability to anticipate potential problems and solve them before they occur. The candidate should be driven, ambitious, excited by new challenges, and thrive in a fast-paced, high-energy work environment. This is an entry-level opportunity with the potential for considerable career growth within the firm.

MatthewsTM is an Equal Opportunity Employer; employment with MatthewsTM is subject to proven merit, competence and qualifications and will not be influenced in any manner by race, color, gender, religion, national origin / ethnicity, disability status, veteran status, age, sexual orientation, gender identity, marital status, mental or physical disability or any other legally protected status.

Hourly Wage range – $20 – $25