Senior Administrative Assistant – Marketing (Newport Beach, CA)

PIMCO is a global leader in active fixed income with deep expertise across public and private markets. We invest our clients’ capital across a range of fixed income and credit opportunities, leveraging our decades of experience navigating complex debt markets. Our flexible capital base and deep relationships with issuers have helped us become one of the world’s largest providers of traditional and nontraditional solutions for companies that need financing and investors who seek strong risk-adjusted returns.

Since 1971, our people have shaped our organization through a high-performance inclusive culture, in which we celebrate diverse thinking.  We invest in our people and strive to imprint our CORE values of Collaboration, Openness, Responsibility and Excellence. We believe each of us is here to help others succeed and this has led to PIMCO being recognized as an innovator, industry thought leader and trusted advisor to our clients.

Position Description

We are currently seeking a Senior Administrative Assistant to support three executives in our Marketing business. This position presents a unique opportunity to engage with various facets of marketing and the firm, collaborate with diverse teams—including media, global digital, and client marketing—and play a key role in our commitment to delivering exceptional client service. This role not only enhances your administrative skills but also allows you to gain valuable insights into the dynamic world of marketing.

In this role, you will thrive as a resourceful self-starter in a fast-paced environment that demands professionalism, organization, and attention to detail.  You will serve as a trusted partner to your immediate team and contribute to our team support model, providing comprehensive support to the marketing team and backup support as needed.  Your responsibilities will include managing executives' calendars, scheduling and coordinating meetings, and ensuring smooth communication between leaders and internal/external stakeholders. You will also handle travel arrangements, process expense reports and invoices as well as helping with media announcements.

Location

Newport Beach, CA

Responsibilities

The key responsibilities include, but are not limited to:

Administrative Support

• Provide comprehensive administrative support to three marketing executives, acting as a proactive gatekeeper to maximize executives' time and contribute to efficient team operations.

• Serve as the main point of contact for internal and external communications, prioritizing phone calls, emails, and mail.

• Assist with general administrative duties, including phone coverage, copying, distributing mail, and supporting ad-hoc projects and group events.

Calendar & Meeting Management

• Proactively manage and prioritize executives’ calendars, scheduling internal and external meetings efficiently.

• Manage daily calendars for multiple executives, showcasing flexibility and problem-solving skills to adjust and prioritize schedules in response to last-minute changes.

• Arrange and reserve conference rooms, catering, audio/video, and other essential services for meetings and conferences, coordinating logistics for both onsite and offsite events.

Travel & Expense Management

• Book travel arrangements (primarily domestic) and manage complex itineraries, including flights, accommodations, ground transportation, and visas, while adhering to firm policies.

• Process expense reporting with precision and timeliness.

Team Collaboration & Development

• Collaborate with Marketing Admins to ensure backup coverage and provide ad hoc support as needed.

• Drive key team activities and events, such as all-hands meetings, team meetings, and social events.

• Coordinate mid-year and year-end conversations between associates and their managers, fostering open communication and development.

• Manage the onboarding process for new employees and consultants, including coordinating seating, equipment, announcements, and access.

Proactive Engagement

• Actively engage with the executive's direct report team to ensure alignment of priorities and open communication paths.

• Keep leaders informed of upcoming commitments and responsibilities, anticipating their needs in advance of meetings.

• Optimize leaders' schedules by managing conflicting priorities and minimizing time conflicts while displaying discretion in handling highly confidential information and addressing unexpected situations.

Position Requirements

Experience and Education

• Minimum of five years of administrative experience, with a proven track record of supporting multiple senior executives or management teams.

• Two-year college degree preferred but not required.

Technical Skills

• Intermediate to advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, and Outlook).

• Demonstrated working knowledge of core policies and procedures, including Travel, Calendaring, Client Meetings, Expenses, and tools like Zoom, Box, Slack, Concur, Navan, Condeco, Catering, Visitors Portals, and Service Now.

Organizational & Time Management Skills

• Excellent organizational, time-management, and multitasking skills with strong attention to detail.

• Ability to maintain composure under pressure and effectively manage high-stress situations.

• Strong capability to reprioritize tasks as business needs change.

Communication Skills

• Strong written and verbal communication skills, including superior telephone etiquette and effective email composition.

• High ethical standards with the ability to handle confidential information professionally.

Interpersonal & Soft Skills

• Ability to work independently, take initiative, and collaborate effectively with team members.

• Proactive mindset with a sense of urgency, anticipating needs to support executives.

• Strong prioritization, client focus, solutions-oriented approach, and follow-through skills.

• Flexibility and adaptability to changing priorities and demands.

• Self-starter with a strong aptitude for learning and exercising good judgment in various situations.

Critical Success Factors

The successful candidate will have demonstrated a consistent and proven track record in the following key areas:

Organizational Excellence

• Exceptional organizational skills to manage multiple projects and priorities, demonstrating urgency and adaptability.

• Expertise in managing multiple daily calendars, ensuring schedules run smoothly and on time by proactively monitoring appointments, adjusting as necessary, and rescheduling meetings to maximize productivity and create additional bandwidth for strategic and client activities.

• Proven experience in managing projects from inception to completion, including planning, execution, and progress monitoring to ensure successful outcomes.

• Exceptional time management skills, with the ability to prioritize tasks effectively and manage competing deadlines without compromising quality.

Resourcefulness & Autonomy

• Proven ability to demonstrate resourcefulness and autonomy in taking on new tasks and projects, effectively utilizing problem-solving skills to achieve success.

Attention to Detail

• Exhibits accuracy and timeliness across all core functions—such as travel, calendaring, meeting coordination, expenses, and phone coverage—ensuring the delivery of individual goals while supporting team priorities.

• Meticulous in handling logistics, documentation, and communication with professionalism. 

Effective Communication

• Strong written and verbal communication skills, ensuring clear interactions and effective engagement with diverse audiences

Equal Employment Opportunity and Affirmative Action Statement

PIMCO recruits and hires qualified candidates without regard to race, national origin, ancestry, religion (including religious dress and grooming practices), sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), sexual orientation, gender (including gender identity and expression), age, military or veteran status, disability (physical or mental), any factor prohibited by law, and as such affirms in policy and practice to support and promote the concept of equal employment opportunity and affirmative action, in accordance with all applicable federal, state, provincial and municipal laws. The company also prohibits discrimination on other basis such as medical condition, or marital status under applicable laws.

Applicants with Disabilities

PIMCO is an Equal Employment Opportunity/Affirmative Action employer. We provide reasonable accommodation for qualified individuals with disabilities, including veterans, in job application procedures. If you have any difficulty using our online system due to a disability and you would like to request an accommodation, you may contact us at 949-720-7744 and leave a message. This is a dedicated line designed exclusively to assist job seekers with disabilities to apply online. Only messages left for this purpose will be considered. A response to your request may take up to two business days.