Job Description

Position Summary:

The Senior Administrative Assistant plays a pivotal role in coordinating weekly meetings and providing general coordination within the departments. Responsibilities include managing appointment scheduling, meeting/event logistics, preparing regular reporting, distributing meeting notes, handling communications, processing expenses, coordinating project budgets and contract processing. The assistant will also be the department Coupa Superuser.

Job Duties:

• Provide general administrative support for the Development, Design and Construction departments, including handling calls, preparing agendas, managing schedules.

• Create accurate and detailed executive team presentation materials. Collaborate with various sources to ensure cohesive presentations.

• Manage presentation materials, logistics, and department events.

• Schedule meetings, coordinate conference room setup, and technology requirements. Assist with travel arrangements and expense reports.

• Track, distribute, and route documents for approval.

• Prepare various communications, including presentations, emails, and memos.

• Organize and maintain project and department files; process invoices and manage office supplies.

• Support onboarding and setup for new hires.

• Coordinate and represent the department in weekly meetings.

• Prepare various communications, including meeting minutes.

• General office management including ordering office supplies and management of area printers

• Plotters management , including monthly billing reports and plotter maintenance and supplies

• Process expense reports.

• Prepare, research and submit Consultant & Construction contract requests.

• Process and execute PO’s, new supplier setups and supplier system maintenance.

• Code and approve department and project invoices.

• Train and advise on Coupa processing for the department and external suppliers.

• Work closely with Contracts Administration on special projects.

• Capital request routing/Filing for new and ongoing Development/Construction projects

• Other document routing including LOA’s, easements, etc.

• Upkeep of project name and coding list.

• Process project check requests & Non-PO invoices.

• Development/Construction bonds coordination.

• SAP Reporting - Job Cost Reports.

• Save/distribute project close-out documentation.

• Department representative as the Records Management Coordinator.

Minimum Qualifications / Other Expectations:

• Bachelor’s degree or equivalent work experience.
• 3-5 years administrative work experience at Sr Administrative Assistant level.
• Proficiency in Google Suite, Microsoft Office Suite and database management.
• Ability to communicate clearly and effectively in English, both verbally and in writing.
• Detail oriented, organized, managing multiple tasks concurrently.
• Organized with proactive problem-solving abilities and a proactive approach to anticipating needs.
• Demonstrate initiative, personal awareness, respectful behavior and integrity; maintains high quality of customer service and leadership.
• Regular, consistent and timely attendance is required (non-exempt).
• Ability to follow process and flexible to change.

  Compensation:

Base Pay Range: $32.98 - $43.03

 

Actual placement within this range may vary based upon, but not limited to, relevant experience, time in role, base salary of internal peers, prior performance, business sector, and geographic location.

The Company also offers competitive benefits for full time employees including paid time off, matching 401(k), and health benefits.

 

About Us:
Irvine Company Retail Properties (a division of Irvine Company) has created some of America’s most popular retail centers. Each of our 40 retail centers - including Fashion Island in Newport Beach, Irvine Spectrum Center and The Market Place, as well as neighborhood shopping centers like Woodbury Town Center in Irvine - is meticulously planned and ideally located to support the community it serves.

We take as much pride in our employee community as we do the communities we create. It’s an environment populated with talented and experienced people, a collaborative spirit and abundant opportunities.

Apply today to join our employee community, and learn more about Irvine Company , our legacy and our guiding principles .

The Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

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Job Tags

Full time, Contract work, Work experience placement, Local area, Flexible hours,

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