Experienced Administrative Professional (Newport Beach, 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.

Position Description

We are seeking an experienced administrative professional to join our team. In this highly visible role, you will provide high‑level administrative support to PIMCO’s Co‑Chief Operating Officer and other senior executives. You will bring sound judgment, discretion, and strong business awareness to help leaders operate effectively in a fast‑paced, global, and highly complex environment.

This role requires an experienced administrative professional who approaches their work with a true partnership mindset—anticipating needs, applying context to prioritize competing demands, and ensuring seamless execution across complex calendars, travel, confidential communications, stakeholder interactions, and meeting preparation. Acting as a gatekeeper, you will manage competing priorities with care and judgment, enabling executives to focus their time and attention on the firm’s most critical objectives.

You will proactively identify opportunities to improve how executives spend their time. This includes thoughtfully preparing executives for meetings and interactions, ensuring they have the right information at the right time, reducing friction across their day, and continuously improving workflows to increase efficiency and effectiveness.

In addition, you will collaborate closely with other assistants to ensure seamless coverage and continuity of support. This includes providing backup coverage during absences, vacations, and peak periods, sharing context and best practices, and contributing to a team‑based approach that ensures executives experience consistent, high‑quality support at all times.

This is a five‑day, in‑office role, with ad‑hoc flexibility as needed based on executive schedules and business requirements.

Location

Newport Beach, CA

Key Responsibilities

Key responsibilities may include, but are not limited to:

Executive Partnership, Judgment & Discretion

• Serve as a primary point of contact for executive administrative needs, providing high‑quality, timely support aligned to executive preferences and business priorities.

• Operate as a trusted partner by anticipating needs, exercising sound judgment, and maintaining strict confidentiality across all matters.

• Act as an effective gatekeeper by triaging requests, managing access, escalating issues appropriately, and anticipating risks before they become disruptions.

• Over time, build the executive’s trust to independently manage increasing complexity across scheduling, communications, prioritization, and sensitive business matters.

Calendar, Email & Time Management (Complex, Multi‑Time Zone)

• Proactively manage highly complex, fast‑changing calendars across multiple time zones.

• Prioritize and resolve scheduling conflicts using business context, stakeholder importance, and an understanding of executive priorities.

• Coordinate internal, client, and board‑level meetings, including last‑minute changes and shifting priorities.

Travel, Logistics & Expense Management

• Arrange complex domestic and international travel (air, ground, visas, itineraries), including detailed planning and contingency options;  Monitor travel in real time and provide responsive support for unexpected changes or disruptions.

• Reconcile and submit expense reports in accordance with policy and deadlines; support board‑related expense processes where applicable.

Stakeholder Management

• Act as a liaison between executives and internal and external stakeholders, building strong working relationships at all levels.

• Communicate professionally and diplomatically with senior leadership, board members/trustees, clients, regulators, and partners in verbal and written communications.

• Collaborate closely with other assistants to ensure seamless coverage and continuity of support.

• Provide backup coverage during absences, vacations, and peak periods, ensuring consistent executive experience.

Meeting Management

• Manage the receipt, preparation, and distribution of confidential materials, including agendas, briefing memos, and meeting documentation.

• Draft, edit, and proofread correspondence, presentations, reports, and materials as needed.

• Ensure meeting logistics are complete for in‑person and virtual meetings (space and technology readiness, attendee alignment, materials and pre‑reads distributed);  Capture action items and support follow‑through to ensure timely execution.

• Support board, committee, and senior leadership meetings, including logistics and coordination where applicable.

Project  & Event Support

• Support special projects, executive initiatives, and events such as town halls, offsites, and board meetings.

• Conduct research, track deliverables, and coordinate across functions in support of executive priorities.

• Work with vendors and internal partners to coordinate services, logistics, and event needs.

Maximizing Executive Effectiveness

• Regularly assess where additional leverage can be created (e.g., meeting readiness, stakeholder coordination, proactive drafting, process improvements) and take ownership of expanded responsibilities as appropriate.

• Continuously develop skills, tools, and business knowledge to increase effectiveness and long‑term impact in support of senior executives.

Availability & Responsiveness

• Provide flexible support aligned with executive schedules, including availability outside standard business hours on an ad hoc basis for urgent or time‑sensitive matters.

• Adjust work patterns as needed to support early‑morning or late‑evening commitments.

• NOTE: The executive’s schedule and business needs drive this role’s schedule, including early mornings, late evenings, and preparation in advance of executive commitments to ensure everything is ready before engagements begin.

Position Requirements

• Minimum 10 years of progressive administrative support experience.

• Minimum 5 years supporting C‑suite or equivalent senior executives.

• Proven success supporting senior leaders within large, global organizations; experience in financial services, asset management, or investment banking preferred.

• Bachelor’s degree preferred; Associate degree considered with equivalent experience.

• Executive presence with a high degree of professionalism, credibility, and interpersonal effectiveness.

• Demonstrated ability to anticipate executive needs and proactively identify ways to maximize executive time, effectiveness, and focus.

• Excellent judgment and discretion, with the ability to handle sensitive information with the highest level of confidentiality.

• Strong business awareness and emotional intelligence, including the ability to read situations, adapt to executive working styles, and respond with the appropriate level of urgency.

• Proven ability to operate independently and manage multiple priorities in a high‑volume, deadline‑driven, and high‑pressure environment.

• Exceptional organizational skills and attention to detail, with strong follow‑through and reliability.

• Excellent written and verbal communication skills, with the ability to communicate clearly and professionally across a wide range of stakeholders.

• Advanced proficiency in Microsoft Office, particularly Outlook (complex calendar and inbox management), PowerPoint, and Word.

• Strong collaboration skills and comfort working across teams, functions, and geographies, including providing coverage and support to other assistants as needed.

• Flexibility and responsiveness, with a willingness to adjust work hours as required to support executive schedules, including early mornings, evenings, and time‑sensitive matters.

• Demonstrated commitment to continuous learning and development, with the ability to expand scope and responsibility over time as trust is established.

• Consistent embodiment of PIMCO’s values of Collaboration, Openness, Responsibility, and Excellence.

PIMCO follows a total compensation approach when rewarding employees which includes a base salary and a discretionary bonus. Base salary is the fixed component of compensation that is determined by core job responsibilities, relevant experience, internal level, and market factors. The discretionary bonus is used to award performance and therefore is determined by company, business, team, and individual performance.

Hourly Rate Range: $ 48.07 - $ 52.88

Equal Employment Opportunity and Affirmative Action Statement

PIMCO recruits and hires qualified candidates without regard to race, national origin, ancestry, religion (including religious dress and grooming practices), sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), sexual orientation, gender (including gender identity and expression), age, military or veteran status, disability (physical or mental), any factor prohibited by law, and as such affirms in policy and practice to support and promote the concept of equal employment opportunity and affirmative action, in accordance with all applicable federal, state, provincial and municipal laws. The company also prohibits discrimination on other basis such as medical condition, or marital status under applicable laws.

Applicants with Disabilities

PIMCO is an Equal Employment Opportunity/Affirmative Action employer. We provide reasonable accommodation for qualified individuals with disabilities, including veterans, in job application procedures. If you have any difficulty using our online system due to a disability and you would like to request an accommodation, you may contact us at 949-720-7744 and leave a message. This is a dedicated line designed exclusively to assist job seekers with disabilities to apply online. Only messages left for this purpose will be considered. A response to your request may take up to two business days.