Administrative Assistant; Newport , CA

PIMCO is a global leader in active fixed income with deep expertise across public and private markets. We invest our clients’ capital across a range of fixed income and credit opportunities, leveraging our decades of experience navigating complex debt markets. Our flexible capital base and deep relationships with issuers have helped us become one of the world’s largest providers of traditional and nontraditional solutions for companies that need financing and investors who seek strong risk‑adjusted returns.

Since 1971, our people have shaped our organization through a high‑performance inclusive culture, in which we celebrate diverse thinking. We invest in our people and strive to imprint our CORE values of Collaboration, Openness, Responsibility and Excellence. We believe each of us is here to help others succeed and this has led to PIMCO being recognized as an innovator, industry thought leader and trusted advisor to our clients.

We are currently seeking an Administrative Assistant to join our team in Newport Beach, CA. We have opportunities to support our Client Management, Global Wealth Management, and Portfolio Management businesses. This position offers a unique opportunity to gain insight into various areas of the firm, collaborate with diverse teams, and contribute to our commitment to exceptional client service.

Newport Beach, CA

The key responsibilities include, but are not limited to:

• Provide comprehensive administrative support, acting as a proactive gatekeeper to maximize executives' time and contribute to efficient team operations.
• Serve as the main point of contact for internal and external communications, prioritizing phone calls, emails, and mail.
• Assist with general administrative duties, including phone coverage, copying, distributing mail, and supporting ad‑hoc projects and group events.

• Proactively manage and prioritize executives’ calendars, scheduling internal and external meetings efficiently.
• Manage daily calendars for multiple executives, showcasing flexibility and problem‑solving skills to adjust and prioritize schedules in response to last‑minute changes.
• Arrange and reserve conference rooms, catering, audio/video, and other essential services for meetings and conferences, coordinating logistics for both onsite and off‑site events.

• Book travel arrangements (primarily domestic) and manage complex itineraries, including flights, accommodations, ground transportation, and visas, while adhering to firm policies.
• Process expense reporting with precision and timeliness.

• Organize client meetings and internal events, including venue selection, catering, and logistics management to create a seamless experience (e.g., Global Client Meetings, Due Diligence Meetings, Roadshows, Board Meetings, Department Onsites).
• Order and coordinate monthly client anniversary gifts, reinforcing our commitment to client relationships.
• Update and maintain client information and activities in CRM/Perform, ensuring data integrity and compliance standards for client meals, gifts, and entertainment.

• Build strong business relationships with executives and administrative staff, ensuring smooth communication between leaders and internal/external stakeholders.

• Draft, proofread, and edit business documents, including memos, reports, presentations, and emails, ensuring accuracy and clarity.
• Conduct research, gather data, and prepare reports and presentations to support decision‑making processes.

• Collaborate with the Admin team to ensure backup coverage and provide ad‑hoc support for other Account Managers as needed.
• Drive key team activities and events, such as all‑hands meetings, team meetings, and social events.
• Coordinate mid‑year and year‑end conversations between associates and their managers, fostering open communication and development.
• Manage the onboarding process for new employees and consultants, including coordinating seating, equipment, announcements, and access.