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 on 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.
 

Pacific Life is investing in bright, agile and diverse talent to contribute to our mission of innovating our business and creating a superior customer experience. We’re actively seeking a talented Sr Executive Administrative Specialist II to join our Pacific Life Investments (PLI) team in Newport Beach, CA. This role is hybrid (in-office 3-5 days/week) and requires flexibility to support team members across multiple time zones including East Coast hours. We empower our teams to succeed in and out of office.

As a Sr Executive Administrative Specialist II, you will play a vital role in providing comprehensive administrative and technical support to various investment teams such as the Investment and Product Solutions (IPS) team, the Asset-Liability Management team, and the PLI CFO. You will assist all of these teams with administrative duties, reporting directly to the Senior Vice President and Head of IPS. Additionally, you will manage full administrative support for at least four other senior leaders within these teams.

How you'll help move us forward:

• Build strong working relationships across Pacific Life Investments, across Pacific Life more broadly, and across external partner organizations

• Partner, collaborate and provide guidance to applicable departments and other administrative staff to support key initiatives, meetings, or projects

• Proactively manage calendars and calendar conflicts using MS Outlook

• Make travel arrangements and prepare expense reports using Concur

• Serve as first point of contact for all internal and external visitors

• Order department supplies

• Manage the onboarding process for new team members

• Prepare correspondence and documents as assigned using demonstrated proficiency in written communication

• Receive and respond to emails and Teams messages in a professional manner

• Complete assigned processing, documentation, and reports using knowledge of applicable systems and contacts

• Use Microsoft Office 365 applications (Excel, Outlook, PowerPoint, Teams, WORD) to complete assignments as required

• Be the IPS point person for technology and hardware support

• Own and manage SharePoint site(s) for the IPS team

• Support and help organize IPS department events

• Complete miscellaneous tasks and projects, as assigned

The experience you bring:
 

• 5+ years of administrative experience supporting senior-level executive(s)

• Experience in institutional investment management preferred (but not required)

• Strong experience with Microsoft Office 365 applications (Excel, Outlook, PowerPoint, Teams, WORD) and Adobe Acrobat

• Approachable, professional, and self-motivated individual with a positive and collaborative 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

• Detailed-oriented with sound judgment

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

You can be who you are. People come first here. We’re committed to a diverse, equitable and inclusive workforce. Learn more about how we create a welcoming work environment through Diversity, Equity, and Inclusion at www.pacificlife.com. What’s life like at Pacific Life? Visit instagram.com/lifeatpacificlife.

You belong at Pacific Life

At Pacific Life we are committed to a culture of belonging, a space where all employees are empowered to be auth