To Apply for this Job Click Here
Administrative Assistant- Level 2 (Hybrid, 4 days onsite- Friday’s remote)
Los Angeles, CA 90071
6 months (potential extension)
Overview:
The Administrative Assistant II provides high-level administrative, operational, and compliance support within a regulated financial services environment. This role partners closely with Legal, Compliance, Human Resources, and business stakeholders to process sensitive requests, maintain accurate records, validate documentation, coordinate deadlines, and support regulatory and operational activities. The position requires exceptional attention to detail, sound judgment, discretion, and professionalism when handling highly confidential employee, client, regulatory, and business information.
Working independently on recurring assignments and under the guidance of senior professionals on more complex matters, the Administrative Assistant II serves as a trusted partner responsible for executing defined processes, maintaining documentation, supporting audits and regulatory reviews, reconciling records, and ensuring compliance with internal policies and applicable legal requirements.
Primary responsibilities/essential functions:
- Process, validate, and track operational and compliance-related requests from intake through completion, ensuring accuracy, completeness, and timely follow-through.
- Prepare, maintain, and organize documentation supporting compliance programs, regulatory filings, audits, examinations, licensing requirements, and internal control activities.
- Monitor critical deadlines and ensure timely completion of required submissions, documentation, approvals, and follow-up activities.
- Maintain accurate records, databases, and reporting tools involving sensitive employee, financial, regulatory, and operational information.
- Handle confidential correspondence, communications, and inquiries from internal and external stakeholders with discretion and professionalism.
- Conduct quality control reviews to identify discrepancies, reconcile records, and escalate potential risks or issues.
- Support special projects requiring disciplined processing, data review, document management, record reconciliation, and stakeholder coordination.
Qualifications:
- Prefer Bachelor’s Degree- Open to Associate’s Degree or High School Diploma
- Requires 2-5 years of experience as an administrative assistant.
- Experience supporting Legal, Compliance, Risk, Audit, Human Resources, or executive leadership functions within a financial services, banking, asset management, insurance, or other highly regulated environment.
- Experience handling subject matter involving employee investigations, compliance reviews, regulatory matters, licensing, background screenings, audits, legal documentation, or other sensitive business processes.
- Strong understanding of document retention, records management, confidentiality requirements, and information security practices.
- Excellent organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously.
- Strong written and verbal communication skills with exceptional attention to detail.
- Demonstrated ability to exercise sound judgment and appropriately escalate risks, concerns, or compliance-related issues.
- Proficiency with Microsoft Office, collaboration tools, reporting systems, and document management platforms.
- Demonstrates working knowledge of Microsoft Office and other relevant software and applies it to work assignments, especially Outlook, Word, Excel and PowerPoint.