Administrative Assistant

About

Desired Start Date

looking to fill this position immediately, with a target start date no later than February 1, 2027.

Desired Time Commitment

Ideally seeking a full-time commitment of 40 hours per week. However, I am open to candidates available for 20+ hours per week, with the expectation that hours will increase over time as the individual becomes established in the role.

Location

The position is mostly virtual, but someone local to Orange County for initial training and occasional printing, scanning, mailing, etc. would be ideal.

Pay Range

$18-$24 per hour, depending on qualifications, experience, skills, and demonstrated ability. Candidates who can demonstrate advanced skills and immediately contribute at a high level may qualify for a higher starting rate and are more desired, but most new hires can expect to begin around $18-$20 per hour, with the opportunity to increase as key responsibilities are mastered.

Job Overview

As an Administrative Assistant, you’ll keep daily operations organized and moving forward. You’ll manage communications, records, and schedules with care. The associate will assist the advisor with administrative tasks on a laptop computer provided by Equitable. They will primarily focus on filling documents of various sizes and forms, saving and editing documents, accessing documents at a later time, sending out documents for electronic or wet signature, and data entry into systems like Salesforce. Documents contain client’s personally identifiable information and requires strong attention to detail to fill in forms correctly. The associate is expected to navigate a computer quickly, and be able to navigate between multiple browsers and tabs with ease. Familiarity with Excel, Word, Outlook, and Salesforce is strongly desired. The associate is expected to managed various tasks simultaneously, with the ability to discern the level of priority to apply to each. Because the role sometimes necessitates printing, scanning, copying, mailing, and/or faxing, someone who can work in office on an as-needed basis is ideal. Likely to be one day or half-day a week on average. This role can lead to a client-facing planning and advising role if desired.

Duties

• Answer and route calls using multi-line phone systems
• Support customer service and customer support through clear, courteous client communication
• Coordinate calendar management and appointments
• Complete accurate data entry, typing, word processing, spreadsheet updates, and filing using Microsoft Office and other productivity software
• Project management & Organization Managing
• Good at multi-tasking; Able to keep track of various tasks that have been assigned and oversee them from start through completion
• Your impact: Reliable records and responsive communication help colleagues stay organized and clients receive timely support.

Skills

• Strong organizational and time management skills, with attention to detail and the ability to prioritize tasks.
• Computer literacy and technical proficiency, including computer skills, Microsoft Office, and spreadsheets
• Note-taking; Expected to take detailed notes that can be referenced to complete tasks independently after training Able to easily/quickly refer to, sort, and organize notes
• Detail-oriented; Follows clear and specific instructions. Forms that are filled correctly and completely avoids processing delays and the need to redo something
• Comfortable Trouble-shooting & Problem-solving; Assistant should trouble shoot in multiple ways before asking for help. Feel empowered to make reasonable assumptions without needing step-by step guidance
• Time management; Complete a set up to-do’s in the order of priority Punctuality and ability to meet deadlines
• Strong communication and interpersonal skills, with the ability to engage customers in a professional and friendly manner

Pay: $18.00 - $24.00 per hour

Expected hours: 25.0 – 40.0 per week

Application Question(s)

• How would you rate your overall computer proficiency, and what programs do you use regularly?
• How comfortable are you with Microsoft Outlook, specifically managing email threads, attachments, folders, flags, and calendar invitations?
• Have you worked with multiple computer programs open simultaneously while processing information between them?
• What types of tasks have you completed in Excel? Are you comfortable with spreadsheets, sorting, filtering, and entering data?
• Tell me about a time you were assigned a task but didn't have all of the information you needed. What did you do?
• If I assigned you something and you ran into an issue, what steps would you take before coming back to me for help?
• If were you working on a project and realized something wasn't adding up, how would you approach it?
• How do you keep track of multiple assignments and deadlines?
• What systems do you use to ensure that tasks don't fall through the cracks?
• When you finished your assigned tasks, what do you typically do next?
• Have you ever worked in financial services, insurance, banking, wealth management, or a similar regulated industry?

Work Location: Hybrid remote in Irvine, CA 92614