Job Description:
Pacific Life is committed to investing in bright, agile, and diverse talent to drive innovation within our business and deliver exceptional customer experience. We are currently seeking a highly skilled Senior Executive Administrative Specialist to join our Institutional Division. This hybrid position requires on-site presence in our Newport Beach, CA office for at least four days each week, and reports directly to the CFO of the Institutional Division.
The Sr. Executive Administrative Specialist II will provide comprehensive administrative and technical support to multiple senior leaders and their teams, playing a pivotal part in organizational efficiency and success.
Key Responsibilities
- Anticipate the needs of the assigned senior leadership team and ensure leaders are fully prepared with necessary materials and information to respond to demanding schedules and business requirements.
- Develop a strong understanding of the general responsibilities of supported senior leaders and their teams to facilitate informed decision-making.
- Proactively manage assigned calendars, responding promptly and efficiently to changes in schedules.
- Coordinate and oversee all aspects of travel planning, considering the full impact of each trip and making recommendations as needed.
- Support the preparation and execution of full team meetings, including room logistics, technical setup, agenda creation and finalization, and communication with participants.
- Work independently with limited guidance, anticipating executive and team requirements and offering suitable solutions and options as situations arise.
- Establish and maintain strong engagement with team members to ensure ongoing, clear communication across all parties.
- Maintain strict attention to detail in written materials, supporting document preparation for senior leaders and Board-level presentations.
- Assist in planning and coordinating events such as meetings, conferences, and team gatherings.
- Prepare and submit expense reports in compliance with company policies and procedures.
- Utilize advanced skills in Microsoft Word and PowerPoint to create polished presentations for senior leadership.
- Demonstrate flexibility in scheduling to support in-person work requirements as needed.
- Provide backup support for other Executive Administrative Specialists for coverage and special assignments.
- Complete various miscellaneous tasks and projects assigned by leadership.
Qualifications and Skills
- Demonstrated proactive initiative and strong problem-solving abilities.
- Capable of receiving initial direction and independently completing work with minimal supervision.
- Responsive and attentive to the needs of both the team and clients.
- Exhibit a customer service-oriented mindset, always maintaining a positive and professional attitude.
- Champion operational effectiveness and best practices, including identifying opportunities to streamline, halt, or automate processes for both administrative staff and supported personnel.
Required Experience and Abilities
- Minimum of 4 years of administrative experience supporting senior executives, or equivalent relevant experience.
- Approachable, professional, and self-motivated, with a positive, collaborative, and can-do team player attitude.
- Ability to make decisions related to planning, organizing, and scheduling work with limited supervision.
- Excellent organizational and prioritization skills, with the ability to manage multiple tasks, think independently, maintain confidentiality, exercise discretion, and adapt quickly to changes and time-sensitive projects.
- Exceptional creative problem-solving and administrative abilities to manage complex situations, including resolving administrative conflicts as necessary.
- Extremely detail-oriented and capable of exercising sound judgment in all tasks.
- Strong oral and written communication skills, and the ability to work effectively with individuals at all organizational levels, including coordinating across departments.
- Advanced proficiency with Microsoft Office 360 applications (Excel, PowerPoint, Teams, and Outlook).
- Preferred experience in facilitating virtual meetings.
- Experience in the financial services industry is considered a plus.
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Base Pay Range:
The base pay range noted represents the company’s good faith minimum and maximum range for this role at the time of posting. The actual compensation offered to a candidate will be dependent upon several factors, including but not limited to experience, qualifications and geographic location. Also, most employees are eligible for additional incentive pay.
$39.81 - $48.65
Your Benefits Start Day 1
Your wellbeing is important to Pacific Life, and we’re committed to providing you with flexible benefits that you can tailor to meet your needs. Whether you are focusing on your physical, financial, emotional, or social wellbeing, we’ve got you covered.
Prioritization of your health and well-being including Medical, Dental, Vision, and Wellbeing Reimbursement Account that can be used on yourself or your eligible dependents
Generous paid time off options including: Paid Time Off, Holiday Schedules, and Financial Planning Time Off
Paid Parental Leave as well as an Adoption Assistance Program
Competitive 401k savings plan with company match and an additional contribution regardless of participation
EEO Statement:
Pacific Life Insurance Company is an Equal Opportunity /Affirmative Action Employer, M/F/D/V. If you are a qualified individual with a disability or a disabled veteran, you have the right to request an accommodation if you are unable or limited in your ability to use or access our career center as a result of your disability. To request an accommodation, contact a Human Resources Representative at Pacific Life Insurance Company.