Administrative Assistant Job at Altura Associates Inc in Newport Beach

Altura, LLC is a professional services firm focused on improving energy, environmental, and financial performance across all levels of our clients' organizations. Altura has deep expertise in deriving value from building energy and commissioning engineering, scaling from individual buildings to real estate portfolios. We leverage core skills in mechanical, electrical, and controls system engineering, project implementation, data analytics, and financial analysis to identify and implement energy and commissioning project optimization in order to achieve meaningful results for our clients. Our 53 team members are located in nine different states across the country, and our main office is in Irvine, CA.

For this position, we are looking for a tech-savvy administrative specialist who enjoys wearing many hats. The successful candidate will be responsible for a dynamic mix of office management and executive support. You will be an important part of Altura's culture and will be the "glue" that holds our headquarters office together.

This position reports to the Director of People and Development and is based in our Irvine, CA office and offers a flexible schedule. You will be expected to be in the office at least three days per week and available to be in the office as needed based on team schedules.

Scope & Responsibilities:

• Office Coordination: Interface with landlord, mailing/deliveries, office supplies/equipment, catering & food/beverage, security, parking, building/suite access, AV/IT support and workspace organizations
• Marketing: slide deck preparations, conferences coordination, keep organizational chart updated
• Finance: Basic AR/AP, deposit checks, report preparations and purchase order management and managing office budget
• Sr. Leadership Management Support: calendar management, travel accommodations/logistics, reconcile expense reports
• Project Administrations: Prioritize and manage multiple projects simultaneously, maintain accurate documentation and filing systems
• Events: Assist with planning annual retreats, annual holiday parties, community service events, and team engagement events
• Deliver exceptional service to all internal and external clients and visitors
• Communicate all internal messaging as it relates to the daily operations of Altura's Newport Beach office and region
• Provide support to other members of the department's team as needed
• Other duties may be assigned, as necessary

Required Qualifications:

• 1+ years experience as an administrative assistant or similar role supporting senior leadership and/or a department
• Effective working in a collaborative team environment
• Excellent listening, communication and writing skills
• Critical thinker and problem-solver
• Ability to maintain confidentiality in all aspects of job responsibilities
• Ability to juggle multiple competing priorities under deadlines
• Highly proficient with basic business software (e.g., Google Suite, Microsoft Office, videoconference applications, etc.)
• Ability to navigate online platforms, such as Workday, Salesforce, Coupa, & Egencia

Key Attributes of Successful Candidate:

We anticipate a candidate will be successful in this role if they have strengths in the following areas:

• Self-Directed: Can-do attitude and the ability to resolve schedule and coordination challenges without significant support
• Collaborative: Thrives by staying connected and working closely in teams
• Organized: Detail-oriented with follow through on tasks
• Confident: Personal confidence and a passion for customer service.

Location:

Irvine, CA (hybrid)

About Altura:

Altura is proud to offer a generous total compensation package that includes base salary, bonus potential, and a comprehensive benefit package that includes health benefits (medical and dental plans), paid time off (vacation, sick and holiday), financial benefits (retirement plan with both match and annual company contribution, life insurance, short- and long-term disability, and commuter benefits).

Additional benefits for regular full-time employees include fitness reimbursement, healthcare and dependent care pre-tax spending plans, tuition reimbursement, back-up daycare and family support benefits, EAP, work life assistance and a holiday contribution program. Base salaries will be determined by factors such as geographic location, education, skills, experience, and market considerations. For this role the annual base salary is $70,000.

Interested and serious candidates should submit their resume along with a cover letter.