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Administrative Assistant

Location:Encino, CA
Level:Full Time
Category: Client Operations


Section 1: Position Summary

A cutting-edge industry leader in the world of retirement plans is looking for the right person to
join our team as an Administrative Assistant. If you enjoy a fast-paced, innovative work
environment and have a friendly, positive attitude, you will fit right in with our culture. You will
have the opportunity to learn and grow with a nationally recognized innovator.

Section 2: Job Functions, Essential Duties and Responsibilities

  • Responsible for protecting, securing, and proper handling of all confidential data held by Ascensus to ensure against unauthorized access, improper transmission, and/or unapproved disclosure of information that could result in harm to Ascensus or our clients.
  • Our I-Client service philosophy and our Core Values of People Matter, Quality First and Integrity Always® should be visible in your actions on a day to day basis showing your support of our organizational culture.

Primary Duties

  • Acting as a utility-player to spearhead special projects involving client contact, data
    maintenance and follow up.
  • Administrative support to our Client Relationship Services group assisting with our
    clients’ day to day needs
  • Track client workflow to ensure completed client tasks are documented
  • Assist with client inquiries and other requests
  • Maintain our client and plan databases
  • Manage calendars, coordinate meetings and work with confidential information
  • Meeting preparation including compiling meeting support materials

Secondary Duties

  • Back-up other Concierge Specialists and other departments as requested.
  • Proactively participate in process improvement and innovation of current systems
  • Assist with special projects as needed
  • Assist with client mailings.
  • Assist in the coordination/planning of special events (i.e., Client Workshops)
  • Other duties as assigned

Section 3:  Experience, Skills, Knowledge Requirements

  • Must have high level of interpersonal skills to handle situations with poise, tact and diplomacy.
  • Work requires continual attention to detail in reviewing materials, establishing priorities and meeting deadlines.
  • Ability to work in a team environment and also work independently as appropriate.
  • Must possess strong organizational skills
  • Must have knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software.
  • Comfortable working in a numbers environment.
  • Must have at least 3 years of prior professional services administrative experience (e.g., working directly with clients and interaction via telephone, organizing calendars, typing, electronic filing)
  • Working in fast-paced, evolving office environment

We are proud to be an Equal Opportunity Employer

Ascensus is a place to have a career, not just a job. As the largest US independent retirement and college savings services provider, we put our focus on people.  Our culture is guided by sound principles, is committed to high standards, operates with transparency, and welcomes diversity. When you join our team, you get to go to work every day knowing that you help over 6 million Americans save for retirement and college.


Ascensus is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, national origin, ancestry, religion, age, citizenship, sex, marital or veteran status, disability or handicap, sexual orientation or any other basis prohibited by applicable law. Ascensus also takes affirmative action to employ, and advance in employment, qualified women, minorities, and covered veterans. Ascensus also makes reasonable accommodations for qualified individuals with disabilities, in accordance with the Americans with Disabilities Act and applicable state laws


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What makes any career at Ascensus so rewarding?

  • Collaborative, idea-sharing environment
  • Professional development
    • In-house training
    • Tuition reimbursement
  • Generous reward programs
  • Paid time off (additional purchase plan)
  • Medical, dental & vision benefits
  • Health savings account (employer contribution up to $1,100)
  • 401(k) & 529 match programs
  • Volunteer/charitable-giving programs
  • Business casual dress
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