Administrative Assistant

Job Description

Administrative Assistant, Part-Time (ENC) | Matthews™

The Tone:
This is a part-time role at Matthews™, located in Encino, CA within the Los Angeles Metropolitan Area. Matthews™ is a company with a physical office and market leadership, and this role is crucial for ensuring the smooth daily operations of the office. The Administrative Assistant provides essential support to the leadership team and various departments, acting as the first point of contact for clients and visitors, and maintaining an organized and functional environment. This position is vital for relieving office leadership of clerical and administrative duties, ensuring seamless internal and external communications.

The TL;DR
• Role: Early Career
• Type: Part-time
• Location: In-person, Los Angeles Metropolitan Area
• Pay: $20–$24 hourly
• Team: Supports office leadership, IT, Facilities, and Recruiting Partners.
• Mission: Ensure seamless office operations, provide critical administrative support, and maintain an organized, welcoming environment.
• Tech Stack: Microsoft Office (Word, Excel, OneNote, Outlook), Pitney Bowes system, Box, Atlas

What You’ll Actually Do
• Office Management: Manage daily office operations, including client and visitor reception, supply inventory, equipment maintenance, and facility requests.
• Onboarding & Offboarding: Facilitate the smooth integration and departure of agents by managing computer setups, access cards, welcome packets, and workstation preparations.
• Leadership Support: Provide executive administrative assistance to the Market Leader, which includes scheduling interviews, managing calendars, and supporting office competitions and special projects.
• Training Coordination: Act as the primary office point of contact for Matthews University programs, organizing training events, catering, and preparing collateral for participants.
• Operational Support: Oversee general administrative tasks such as managing the main phone line, handling mail, processing expense reimbursements, and ensuring the office remains clean and presentable.

The Must-Haves
• Background: Associate Degree or higher, serving as an entry-level career opportunity within the firm.
• Experience: 2+ years of relevant experience, with expert knowledge of Microsoft Office including Word, Excel, OneNote, and Outlook.
• Skills: Strong attention to detail and time management abilities, excellent interpersonal and communication skills, exceptional problem-solving capabilities, and the capacity to interpret instructions and perform duties efficiently.
• Bonus: Extremely detail-oriented, intelligent, confident, professional, proactive with the ability to anticipate and solve problems, driven, ambitious, and thrives in a high-energy work environment.