Administrative Assistant to Senior Management

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The Administrative Assistant acts as administrative support to the Senior Management of SPJA by performing the following duties:

  • Secretarial Duties: Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics. Create presentations and reports requested.
  • Time Management: Conserves the Senior Management's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
  • Communications: Maintain an efficient flow of information between all levels of the Senior Management’s internal and external contacts on a wide spectrum of the organization’s plans and priorities.
  • Editing: Reviews, proofreads, and formats all correspondence prepared by the Senior Management to ensure accuracy and completeness as well as consistency with organizational policy.
  • Calendar Management: Maintains Senior Management’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Confidentiality Protection: Maintains confidence and protects the organization by keeping information confidential.
  • Expense Reports: Collecting and organizing Senior Management's receipts in compliance with finance policies and procedures. Ensuring expenses are recorded up to date within one week of purchase.
  • Travel Booking: Coordinates Senior Management's travel needs with SPJA identified travel agency ensuring.
  • Notes: Takes notes on behalf of the Senior Senior Management. Provides historical reference when applicable.
  • Reception: Acts as back up to existing SPJA receptionist including duties such as general office clean up, resource calendar management, and office errands.
  • Other duties as assigned.


  • Ability to work amicably with personalities while managing professionalism.
  • Above average interpersonal skills and ability to comfortably engage conversation with a variety of individuals.
  • Strong written and oral communication.
  • High adaptability to changing needs.
  • Consistent demonstration of quality of work and good judgement.
  • Must maintain professionalism and act with high integrity.
  • Must be available to work a non-traditional work schedule.
  • Must have excellent time management, the ability to prioritize tasks effectively and work under strict deadlines.
  • Must be strong in Excel, PowerPoint, and Word.
  • Experience with financial teams, reporting and budgeting a plus.
  • Must be able to lift up to 30 lbs.
  • Up to 20% travel required.
  • Must be able to perform required tasks at the SPJA office and event locations.
Location: Santa Ana, CA
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