Administrative Assistant (Newport Beach, CA)

Location: Newport Beach, California, USA

Hourly rate: $45.67

Company

hirify.global is an active fixed-income investment firm serving clients across public and private markets.

What you will do

• Provide comprehensive administrative support and proactive gatekeeping for multiple senior executives.
• Manage and prioritize executive calendars, schedule meetings, and coordinate conference rooms, catering, audio/video, and other meeting logistics.
• Book primarily domestic travel, manage complex itineraries, process expense reports, and coordinate visas in accordance with firm policies.
• Organize client meetings, roadshows, board meetings, department onsites, and internal events, including venues, catering, and logistics.
• Draft, proofread, and edit business documents, reports, presentations, and emails; conduct research and prepare supporting materials.
• Coordinate onboarding for employees and consultants, backup coverage, team activities, and communication between executives and stakeholders.

Requirements

• At least five years of administrative experience supporting multiple senior executives or management teams.
• Intermediate to advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Working knowledge of travel, calendaring, client meeting, and expense processes, plus tools including Zoom, Box, Slack, Concur, Navan, Condeco, and ServiceNow.
• Excellent organization, time management, multitasking, communication, telephone etiquette, and attention to detail.
• Ability to work independently, reprioritize under pressure, anticipate executive needs, exercise sound judgment, and handle confidential information.
• A two-year college degree is preferred but not required.

Culture & Benefits

• Work in a high-performance, inclusive culture centered on collaboration, openness, responsibility, and excellence.
• Collaborate with Client Management, Global Wealth Management, Portfolio Management, and administrative teams.
• Compensation includes a fixed base salary component and a discretionary performance-based bonus.
• Reasonable accommodation is available for qualified applicants with disabilities.