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Administrative Assistant III

Mathys-Potestio, LLC
United States, California, Los Angeles
Feb 26, 2026
Administrative Assistant III This is a 6-month, full-time (40 hours/week), contract role located in Los Angeles, CA. With a pay rate of $41.38/hr (W2) Position Overview The Administrative Assistant III demonstrates advanced knowledge within the assigned function and operates with minimal supervision. This role provides high-level administrative support to senior managers and may also support a broader department or team. The position independently manages a wide range of responsibilities and serves as the first point of contact for internal and external inquiries. Key Responsibilities Administrative & Executive Support Provide comprehensive administrative support to senior leadership. Extensively manage complex calendars; plan, negotiate, and schedule meetings while exercising discretion and prioritizing based on urgency. Reschedule meetings as needed to accommodate time-sensitive matters. Keep managers informed of upcoming appointments, deadlines, and priorities. Coordinate meetings with internal stakeholders and external contacts. Arrange meeting rooms, visitor passes, and required equipment. Welcome and escort visitors, meeting attendees, and candidates. Prepare, collect, and distribute meeting materials; compile and distribute minutes as needed. Travel & Expense Management Coordinate complex travel arrangements (transportation, lodging, visas, itineraries). Ensure alignment with manager preferences, cost considerations, and timing constraints. Prepare and process expense reports; follow up on reimbursements. Communication & Documentation Draft correspondence, reports, and presentations. Transcribe information from voicemail or in-person meetings as needed. Ensure accuracy in grammar, punctuation, and formatting. Manage incoming and outgoing mail and correspondence; prioritize and resolve routine matters. Answer and manage phone communications, taking accurate messages. Provide backup support to other administrative assistants. Records, Data & Process Management Create and maintain files, lists, and databases to improve efficiency. Manage sensitive, confidential, or technical information. Audit records, identify discrepancies, and reconcile issues. Identify opportunities to improve workflows and departmental processes. Stay current on internal policies and administrative procedures (travel, expense, conference systems, office services). Order supplies and manage invoices as needed. Track and compile internal or market data; generate reports. Conduct basic data analysis and present findings using charts, graphs, and tables. Train and provide day-to-day guidance to other administrative support staff. First Point of Contact Serve as the first point of contact for team or department inquiries. Assess urgency and business nature of requests. Respond to questions regarding policies, procedures, and operations. Independently resolve routine matters; escalate technical issues as appropriate. Build proactive relationships with key internal and external contacts. Additional Duties Support special projects as assigned. Perform other related responsibilities as needed. Required Qualifications Minimum 5 years of experience as an Administrative Assistant. Demonstrated initiative and problem-solving ability. Strong written and verbal communication skills with senior leaders and diverse stakeholders. Ability to manage highly complex priorities with sound judgment. Strong organizational and time management skills. Professional, service-oriented demeanor. Ability to maintain strict confidentiality and handle sensitive information. Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint). Strong understanding of departmental functions and business operations. Mathys+Potestio values applicants of all backgrounds and experiences. We do not discriminate based on race, color, national or ethnic origin, ancestry, age, religion or religious creed, disability or handicap, sex or gender, gender identity and/or expression, sexual orientation, military or veteran status, genetic information, or any other characteristic protected under applicable federal, state, or local law.