Administrative Assistant

Posted: 11/05/2021
Full Time
Los Angeles, CA
This position provides administrative support services to CIM’s Investments Department.
  • Making and/or coordinating travel arrangements including but not limited to; booking flights, hotels, ground transportation and updating itineraries for both domestic and international travel as required.
  • Manage calendars including but not limited to; scheduling meetings, conference calls, accepting and/or declining and/or rescheduling meetings for various staff members and sending out meeting requests on their behalf.
  • Prepare and process expense reports for department staff members.
  • Create and update projects inSalesForce.
  • Research projects for the Investment team using CoStar, RCA, Acris and other databases.
  • Processing of invoices related to departmental expenses including but not limited to; setting up vendors, ensuring the appropriate insurance coverage is obtained and submitted, tracking payments in system to ensure timely payments, verifying invoice amount is within budget and in compliance with contract or agreement.
  • Sort and distribute incoming mail to department staff members, forward misdirected mail to the appropriate party.
  • Coordinate outgoing mail including but not limited to addressing, metering, and certified or registered mail, overnight delivery and intra-company.
  • Set up and maintenance of departmental and/or management files according to established criteria related to; contracts, documents, correspondence, agreements, reports,etc.

  • Special projects such as; conducting internet searches, preparing special reports, responding to information requests.
  • Provide support to the other Administrative Support staff in assigned departments/organizations and fill in when needed.
  • EDUCATION/EXPERIENCE REQUIREMENTS (including certifications, licenses, etc):
  • Bachelor’s degree or equivalent work experience plus a minimum of 2 years experience in an administrative role, preferably in a private equity company or investment banking.
  • Ability to read and interpret documents such as contracts, operating and maintenance instructions and procedure manuals.
  • Ability to read and comprehend simple instructions, short correspondence and memos.
  • Ability to write simple correspondence and/or reports
  • Ability to respond to common inquiries or complaints from staff members, other department members and/or contacts in the business community.
  • Ability to add, subtract, multiply and divide
  • Ability to calculate figures and amounts such as discounts, interest, commissions, percentages.
  • Ability to apply common-sense understanding to carry out instructions
  • Ability to solve practical problems
  • Demonstrated ability to appropriately prioritize assignments between departments based on the priority/urgency of the assignment(s)
  • Proficient with Microsoft Office including Outlook, Word, Excel and PowerPoint required.
  • Proficient with document management/storage software such as SharePoint and Salesforce required.
  • Experience with accounts payable software such as Nexus Payables is desirable.
  • Proficient with office equipment such as printers, copiers, scanners, mail metering machines.
  • Accuracy and timeliness of work product
  • Customer satisfaction
  • Compliance with company and departmental policies and procedures
  • Ability to complete responsibilities and projects with minimal direction/supervision.
  • Demonstration of appropriate judgment and decision making in resolving issues that arise.
  • Active, contributing member in a team environment.
  • Responsiveness to requests and demonstrated ownership in completing essential tasks and assignments.
  • Professional, pleasant attitude and demeanor that positively reflects on the individual as a representative of their Principal and/or the organization they represent.
  • Regular, consistent attendance.
  • CIM does not accept unsolicited resumes from Agencies.  Any unsolicited resumes received from Agencies will be considered property of CIM and no fees will be due or paid.  If you wish to become an approved Agency with CIM or any of its Affiliates, please contact a member of the CIM Talent Acquisition Team.