Administrative Assistant - Marketing Dept

JWilliams Staffing (JWS), an OC Register Top Workplace, based in Irvine, CA. is the nation’s largest recruitment agency dedicated to the Real Estate industry. Since its establishment in 2004, JWS has created over 22,000 thriving careers, serving more than 9,000 new home builders, property management companies, and industry partners through innovative staffing solutions.

Job Title: Senior Administrative Assistant – Marketing Department

Irvine Corporate Office, onsite, not a hybrid or remote position

M-F 8am to 5pm, full time with benefits!

$24-$25 hr.

Job Summary: Join our dynamic team as a Senior Administrative Assistant and play a pivotal role in supporting the efficient operations of our back-office departments (marketing and recruitment) and executive team. As a crucial member of our team, you'll handle a variety of administrative tasks with precision and professionalism.

Essential Duties & Responsibilities:

General Office:

Greet visitors and clients warmly, directing them as necessary.

Manage incoming calls, screening when needed.

Resolve administrative inquiries promptly.

Handle incoming and outgoing mail and packages.

Maintain the professional appearance of office spaces.

Assist with scheduling, document production, and travel arrangements.

Support CEO with external communications and follow-ups.

Maintain inventory and organize office materials.

Assist in generating analytics reports.

Prepare various documents, including training materials and strategy documents.

Support corporate management with diverse tasks and projects.

Marketing & Recruitment:

Post job ads and update job ad spreadsheets.

Coordinate with managers to update job ad listings.

Manage website contact form submissions.

Assist in drafting responses to online reviews.

Handle vendor management and invoicing.

Maintain employee referral program.

Participate in weekly strategy meetings and provide summaries.

Required Education & Experience:

At least 2 years in a role requiring experience with Microsoft Office suite (especially Excel) or similar software knowledge and experience required.

Experience in marketing, administration, administrative, operations a plus!

Proven experience in an administrative capacity, executive assistant experience preferred.

High School Diploma or GED required; four-year college degree preferred.

Required Skills & Abilities:

Ability to handle sensitive information with confidentiality and be professional.

Strong organizational skills with an attention to detail and the ability to work independently with minimal supervision.

Superior communication skills, both verbal and written.

Ability to work well and thrive in a fast-paced environment.

Proficiency in Microsoft Office Suite/Office 365.

EOE