Support Specialist (Admin Assistant)
American Cybersystems, Inc.

Job Info

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Administrative Assistant (Support Specialist) #2550-1
Newport Beach, CA (onsite required)
6+ month Contract (potential for temp to perm)

Position Description

The Support Specialist role offers resourceful self-starters the opportunity to learn and be challenged in a fast-paced environment which requires a high degree of professionalism, organization, and detail orientation, coupled with the ability to multitask and prioritize. We are looking for team-oriented individuals who are highly professional, detail oriented, and value diversity in their everyday workload.

Key Responsibilities

The following key activities are included in the role:

• Coordinate Meetings/Calendaring/Maintaining

• Coordinate internal and external meetings for managers and handle the scheduling, materials, meals/refreshments and logistics

• Create folders with meeting materials that managers use to prepare for meeting presentations

• Confirm the final agenda schedule with all presenters

• Ensure meeting is setup as expected and without any incidents including refreshments and materials

• Maintain Webpage

• Maintain membership updates

• Maintain all related documents

• Attend and record minutes

• Coordinate updates and maintain team policy and procedures manual

Client Billing

• Distribution of Management Fee Invoices (approximately 2400 invoices per month)

• Client Billing Email Inbox Coverage (reviewing all mail and distributing to various parties)

• Submitting invoices to Bookkeepers

• Data Requests

• Portal Uploads

• Daily/Monthly reconciliations of data that is input into the accounting system (SAP)

Department Budget and Expense Reporting

• Process expense reports in a timely manner through the Concur

• Monitor and track managers' expense reports until reimbursement

• Reconcile monthly expenses with credit card statements

• Research budget discrepancies

• ReadSoft Invoice Coding

Special Projects

• Participate in special projects within Fee Strategy and Client Billing

• Timekeeping and reconciliation of group's paid time off and sick time

• Departmental Procedures - coordinate with teams on ensuring updates are made as needed

Phone Coverage - as needed

• Manage telephone calls and respond to requests

Travel Coordination and Preparation - as needed

• Work with managers to coordinate domestic and international travel arrangements with travel agency according to Travel and Entertainment Policy

• Arrange ground transportation, book hotels and manage all logistics

• Create final travel itinerary and directions

Position Requirements

• 5 years+ of previous administrative experience supporting multiple team members and project management skills preferred
• Intermediate to advanced working knowledge of MS Word, Excel and Outlook
• Strong written and verbal communication skills, including exceptional telephone management and the ability to write effective emails
• Two-year college degree is preferred
• Self-starter, action oriented, quick learner, able to multitask, highly organized, excellent attention to detail, customer focused, problem solver, good follow up skills, strong relating skills, able to prioritize, team player

**If this is not a fit for you, or you are not interested, Ascent/ACS offers an excellent referral bonus. We look forward to hearing from you!

Recruiter: Amanda Bazurto-Smith | 925-627-4988

About Ascent: The Ascent Services Group/ACS is a nationally recognized technology staffing and professional services firm that focuses on tactical and strategic consulting and workforce management solutions. We work in the Life Sciences, Technology, and Business Professional talent categories, and meet the needs of mid- market and large Enterprise clients. With nearly 6 million professionals in our network, you will have access to an abundance of opportunities and resources to assist you in career development. Our promise is to listen, connect, and deliver value

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