Senior Executive Administrative Specialist II

Job Description:

Providing for loved ones, planning rewarding retirements, saving enough for whatever lies ahead - our policyholders count on us to be there when it matters most. It's a big ask, but it's one that we have the power to deliver when we work together. We collaborate and innovate - pushing one another to transform not just Pacific Life, but the entire industry for the better. Why? Because it's the right thing to do. Pacific Life is more than a job, it's a career with purpose. It's a career where you have the support, balance, and resources to make a positive impact on the future - including your own.

We're actively seeking a talented Senior Executive Administrative Specialist II to join our PL Technology team in Newport Beach, CA! This role is hybrid. We believe in empowering our employees to get work done both in and out of the office

As a Senior Executive Administrative Specialist II, you'll play a key role in providing a broad range of administrative and technical support assisting multiple senior leaders and their teams.

How you will help move us forward:

• Anticipate the needs of the assigned senior leadership team and act accordingly to help ensure leaders are prepared (both in time and materials) in response to demanding schedules and business needs

• Understand job responsibilities of supported senior leaders as well as general functions of supported teams to aid in appropriate decision making

• Proactively manage assigned calendars including promptly responding to fluid schedules

• Make recommendations for and manage aspects of travel planning that account for full impact of trip (door to door planning)

• Drive full team meeting preparation and execution, including room planning, technical logistics and agenda solicitation, finalization, and communication

• Work independently to anticipate executive and team needs, and suggest appropriate options and solutions

• Develop and maintain strong engagement with team members to ensure clear and constant lines of communication

• Partner, collaborate and provide guidance to applicable departments and other administrative staff to support key initiatives, meetings, or projects as assigned in a timely and accurate manner

• High sensitivity to confidentiality required to support attorney and compliance departments

• Strict attention to written details (editing skills) that support document preparation for senior leaders and Board level materials

• Expert proficiency in Word and PowerPoint programs to support polished presentations (including graph preparation and translation from Excel to Word and PowerPoint)

• Flexible scheduling that supports in-person work as needed

• Back up other Executive Administrative Assistants as needed for coverage and special projects

• Coordinating, attending, and documenting outcomes and takeaways of departmental staff meetings

• Drafting and managing communications for key organization announcements

• Complete miscellaneous tasks and projects, as assigned

What will make you stand out:

• Proactive initiative and exceptional problem-solving skills

• Ability to take initial direction and run with it, completing work with a limited degree of supervision

• Being responsive and attentive to team and client needs, including acting as a resource for colleagues with less experience

• Customer service-oriented mindset with a positive and professional demeanor

• Embracing operational effectiveness and best practices (identifying and streamlining, halting, or automating processes) for both admins and supported personnel

The experience you bring:

• 6+ years administrative experience supporting senior level executives or demonstrated relevant experience

• Approachable, professional, and self-motivated individual with a positive and can-do team player attitude

• Ability to make independent decisions regarding planning, organizing and scheduling work

• Excellent organizational skills, ability to prioritize and handle multiple tasks, independent thinking, maintaining confidentiality, use of discretion, ability to handle time sensitive projects and adapt to changes quickly

• Excellent problem solving and administrative skills to handle a wide variety of complex situations

• Ability to resolve conflicts involving specific administrative responsibilities

• Extremely detailed-oriented and use of sound judgment

• Excellent oral and written communication skills, ability to work well with all levels of people within the organization, inter-department coordination and organization skills

• Strong experience with Microsoft Office 360 applications (Excel, PowerPoint, Teams and Outlook), Adobe Acrobat, Docusign, Litera Compare

• Virtual meeting facilitation skills strongly preferred

• Financial services experience a plus

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Base Pay Range:

The base pay range noted represents the company's good faith minimum and maximum range for this role at the time of posting. The actual compensation offered to a candidate will be dependent upon several factors, including but not limited to experience, qualifications and geographic location. Also, most employees are eligible for additional incentive pay.

Your Benefits Start Day 1

Your wellbeing is important to Pacific Life, and we're committed to providing you with flexible benefits that you can tailor to meet your needs. Whether you are focusing on your physical, financial, emotional, or social wellbeing, we've got you covered.

• Prioritization of your health and well-being including Medical, Dental, Vision, and Wellbeing Reimbursement Account that can be used on yourself or your eligible dependents

• Generous paid time off options including: Paid Time Off, Holiday Schedules, and Financial Planning Time Off

• Paid Parental Leave as well as an Adoption Assistance Program

• Competitive 401k savings plan with company match and an additional contribution regardless of participation

EEO Statement:

Pacific Life Insurance Company is an Equal Opportunity /Affirmative Action Employer, M/F/D/V. If you are a qualified individual with a disability or a disabled veteran, you have the right to request an accommodation if you are unable or limited in your ability to use or access our career center as a result of your disability. To request an accommodation, contact a Human Resources Representative at Pacific Life Insurance Company.