Job Information
Insight Global Executive Office Administrator in Los Angeles, California
Job Description
• Provide senior‑level administrative and operational support to one or more senior executives and their direct reports
• Manage calendars, schedule meetings, book conference rooms, and coordinate resources to ensure seamless meeting execution
• Monitor executive email inboxes and central phone lines; respond to, resolve, or appropriately escalate inquiries
• Lead planning and coordination of department meetings and events
• Process invoices, billing, and vendor payments in accordance with internal guidelines
• Prepare, submit, and track departmental expense reports and budgets
• Identify and recommend process improvements and cost‑saving opportunities
• Build strong relationships with internal and external stakeholders
• Oversee administrative processes, reception best practices, and ensure consistent adoption across the office
• Supervise and support administrative staff, including workload coordination and day‑to‑day oversight
• Track staff vacations, absences, overtime, and availability in alignment with divisional guidelines
• Maintain organized filing systems and ensure documentation is accurate and readily accessible
• Support internal communications, including drafting, editing, and distributing correspondence and presentations
• Coordinate office logistics, including onboarding/offboarding, relocations, space planning, and vendor coordination
• Manage office supplies, inventory, and ordering
• Assist with travel arrangements as needed (flights, hotels, logistics)
• Support training coordination and scheduling for staff
• Resolve escalated administrative or operational issues independently using sound judgment
We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com.To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/.
Skills and Requirements
• 3-5 years of office or executive management experience
• Strong experience with billing and invoicing
• Proven ability to support senior executives with professionalism and discretion
• High level of comfort handling confidential information
• Proficiency with:
○ Microsoft Teams
○ Microsoft Office Suite (Excel, Outlook, Word)
Email and phone monitoring • Banking or financial services industry experience
Advanced experience with expense reporting and calendar management