Administrative Assistant job in Irvine

OTA is empowering people to define, achieve and believe their WHY. If your life purpose aligns with ours, we would love to speak with you.

We are looking for an incredibly positive, high-energy and hard-working administrative professional to work in our flagship Irvine center.

Exemplify our core values of Love – Respect – Trust – Collaboration – Passion – Innovation.

Job Responsibilities

Assist the Operations Manager and sales team with a variety of administrative duties including telephone support, calendar scheduling, travel arrangements, document preparation, and general office management functions.
Preparing materials, greeting and registering seminar and class attendees, maintaining an inventory of supplies, preparing various operations and sales reports.
Process invoices and registrations in Salesforce.com.
Coordinate activities including marketing, training, and scheduling of classes, instructors, and events.
Manage vendor relationships including office, break room, catering, and facility suppliers.
Greet and assist incoming guests, customers, and vendors.
Organize office, classroom, and break room and maintain supplies and equipment.
Sort and distribute mail; prepare outgoing mail and UPS/FedEx packages.
Experience, Education, and Qualifications:

Excellent telephone and customer service skills; ability to greet customers and ensure they feel welcome and comfortable.
Must be a self-starter who is well organized and can work without a lot of direct supervision; able to ask for direction or additional help when needed.
Excellent verbal and written communication skills.
Comfortable with multi-tasking and managing multiple priorities and/or projects at the same time while maintaining a positive and outgoing attitude.
Previous work experience in a sales administration role or as an executive assistant in a sales organization is desired.
Strong computer skills using Microsoft Office (Word, Excel, Outlook, PowerPoint, etc.) required.
Experience with sophisticated sales contact management system Salesforce.com or similar desired.
Familiarity with office equipment such as copiers, fax machines, phones, and computers required.
Physical Requirements:

Minor lifting and carrying of supplies.
Weekend work will be required, as specified by the event calendar.
Occasional evening hours/late shift required, for evening events.
Here’s What You’ll Get:

World-class learning and development opportunities in financial education.
Colleagues who are intellectually curious, hard-working, and collaborative.
Ongoing professional development education.
Catered breakfast and lunch daily
Monthly hand car wash
Full benefits package & 401k
Gym membership