Administrative Assistant

We are in search of an Administrative Assistant for our hedge fund business located in San Diego, California. As an Administrative Assistant, you will take on the vital role of managing office operations and ensuring efficient workflows. This opportunity offers a contract to permanent employment opportunity, where you will engage with various departments within the organization, manage administrative tasks, and assist with financial processes.

• Facilitate the coordination and maintenance of office equipment and supply inventory
• Handle incoming and outgoing office correspondence, including mail, faxes, voicemails, and emails
• Act as a point of contact for vendor inquiries, ensuring timely and accurate responses
• Monitor and replenish office and kitchen supplies as needed
• Communicate upcoming building events to staff members
• Coordinate the delivery and setup of additional office equipment when required
• Prepare for new staff arrivals by setting up necessary supplies, parking fobs, and building access cards
• Assist with the management of records, invoice reconciliation, and reporting to various departments
• Collaborate with the Accounting department to maintain accurate financial records and assist with various accounting tasks
• Prepare accurate and timely reports for internal teams
• Answer inbound calls and correspond via email, ensuring excellent customer service
• Manage data entry tasks and schedule appointments as needed
• Proficient in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Must possess excellent skills in answering inbound calls, handling a high-volume of calls both inbound and outbound with professionalism and courtesy.
• Proven experience in providing exceptional customer service, demonstrating empathy, understanding and patience.
• Strong capability in data entry, with a high level of accuracy and attention to detail.
• Must have a minimum of three years of administrative assistant experience
• Mastery of Microsoft Office Suite, including Excel, Outlook, PowerPoint, and Word.
• Ability to schedule appointments, manage calendars and coordinate meetings with efficiency and punctuality.
• Previous experience working in the Hedge Fund industry or a similar financial setting would be advantageous.
• Must have strong organizational skills, ability to multitask and manage time effectively.
• Bachelor's Degree preferred, and associate's degree is a must have
• Ability to work effectively both individually and as part of a team.