Administrative Assistant II

Capital Group

(Los Angeles, California)
Full Time
Job Posting Details
About Capital Group
Founded in 1931, Capital Group is one of the world’s largest and most trusted investment management companies and home to the American Funds. We manage more than US$1.39 trillion in assets, and our 7,500 associates make our clients their first priority every day. When we do our job right, millions of investors around the world fulfill their dreams and financial goals, from home ownership and higher education, to a comfortable retirement.
Summary
As an Administrative Assistant II based in Los Angeles, CA you will provide administrative support to four leaders in the North American Distribution Investment Services Client Analytics and Research groups, in a deadline-driven environment while remaining flexible, proactive, resourceful and efficient. The ideal candidate must be exceedingly well-organized, have strong multitasking skills, enjoy the administrative challenges of supporting a fast-paced department, and have a strong inclination to work in a team-oriented environment. Attention to detail is as important as keeping an eye on the big picture, as is the ability to balance the two perspectives. Forward-thinking individuals will excel in this role if they can anticipate the daily needs of management and identify opportunities to improve work processes for themselves and the department.
Responsibilities
* Perform extensive calendar management which includes planning, negotiating, and scheduling meetings in order to accommodate your manager and others. This requires crucial discretion and judgment to determine the priority of meetings and reschedules, while appropriately keeping the affected individuals informed. * Coordinate meetings with internal associates and external contacts. Responsible for the full scope of meeting planning: reserving rooms, requesting visitor passes, technical equipment, catering, greeting and/or escorting visitors, attendees, candidates, etc. You will also be trusted to draft, collect, and distribute supporting meeting materials in addition to compiling meeting minutes, as needed. * Manages complex travel arrangements domestically and internationally for 3-4 people. You will be responsible for reserving travel accommodations while considering personal preferences, cost, and timing implications. You will anticipate the traveler’s needs to ensure he/she is fully equipped with everything needed in preparation for travel: itinerary, tickets, confirmation numbers, visas, etc. * Completes business expense claims promptly and follows up on reimbursements if necessary. * Drafts correspondence, reports and presentations with minimal guidance using MS PowerPoint and other appropriate styles and formats. * Prepares presentation materials for meetings and executive forums. Works with senior manager team to gather data and track important deadlines for information. * Manages incoming and outgoing correspondence (post, e-mail, etc.); handles routine issues directly and prioritizes remainder. * Exercises good judgment to effectively manage multiple projects with shifting priorities * Creates and maintains lists, files and databases to enhance efficiency and productivity. * o Organizes and maintains information that may be sensitive, confidential or technical in nature. * Covers telephones and takes accurate written messages and notes. Provides back-up for another administrative assistants. Demonstrates an understanding of other managers’ needs, preferences and schedules in order to provide support when primary assistant is out of the office. * Identifies opportunities to improve work processes/flow in order to leverage own and department’s workload. * Keeps abreast of internal administrative policies, practices and guidelines (WebEx best practices, travel and expense guidelines, Office Services processes). * May provide administrative support to projects or broader initiatives. * Acts as the first point of contact for inquiries: * Assesses level of urgency and determines business nature of inquiries. Determines when and how to interrupt managers for urgent or time sensitive requests. Uses judgment to determine what inquiries need to be put through to manager. * Responds to internal and external queries concerning guidelines, procedures or operations * Uses knowledge of the function and manager’s role to independently resolve issues for managers, escalating and redirecting more technical inquiries as appropriate * Proactively develops relationships with key internal and external contacts in order to source information or redirect calls appropriately
Ideal Candidate
* Ideally seeking 3-5 years of previous administrative experience in a corporate environment, supporting multiple managers * Excellent written and oral communication skills within a diverse group of associates, senior business leaders and a diverse group of individuals outside the organization * Strong accuracy and attention to detail * Ability to organize and prioritize multiple tasks in a timely manner * Proficiency in Windows, including Word, Outlook and PowerPoint * Knowledge of SharePoint and OneNote is a plus * Effective and professional service orientation and capability to build rapport with internal and external contacts * Demonstrates initiative by identifying issues and recommending solutions * Demonstrates sound judgment in resolving matters of complexity
Compensation and Working Conditions
Benefits Benefits included

Additional Notes on Compensation

You’ll receive premier compensation and benefits, and a company-funded retirement plan that ranks among the most generous.

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