Location: Century City
Overview:
We are seeking a highly organized and proactive Executive Assistant/Office Administrator. This role is responsible for facilitating the completion of administrative and organizational tasks, primarily including managing the Company’s general administrative activities, providing support functions to management, and assisting in daily office and workflow needs.
Such position will be responsible for collaborating with colleagues to develop, implement, and maintain office policies and procedures as well as to create improvements and efficiencies across the overall day-to-day business operations. Through on-going proactive communication, engagement, and collaboration, the Executive Assistant/Office Administrator will ensure that there is effective information flow throughout the business and key outstanding items are being followed through and executed on.
While ensuring the utmost confidentiality and integrity, the Executive Assistant/Office Administrator will act as a point of contact for the Company and the Company’s clientele and employees, facilitating administrative support and assistance with their inquiries.
Essential Functions and Responsibilities
Executive Assistant, Secretary and Concierge Services
- Coordinate and schedule company meetings and appointments, including client meetings and dinners, travel arrangements (flights, hotels, car service), video conferencing, and conference calls.
- Manage the CEO’s schedule and troubleshoot scheduling conflicts as they arise.
- Act as first point of contact for all parties entering the office and responsible for managing incoming/outgoing office traffic (logging visitors in the building’s security system and issuing parking validations for guests, etc.)
- Manage and coordinate all company and family automobile usage by ensuring that drivers licenses are renewed timely, vehicle state registrations and insurance cards are renewed annually, and vehicle service maintenance is performed timely in accordance with each vehicle’s service schedule.
- Assist senior management in preparation for meetings by generating and editing presentations, emails, newsletters, whitepapers, and other documents as needed.
- Spearhead special projects with management as needed.
- Responsible for answering and administering office phones daily (connecting calls, setting up conference calls, managing voicemails and phone messages to employees, etc.)
- Responsible for all incoming/outgoing mail and tracking important outgoing mail.
- Responsible for preparing office for guests and setting up conference room for meetings as they arise.
- Responsible for office maintenance and coordinating with office vendors, ensuring repairs and maintenance tasks are completed successfully (i.e., facility repairs, building vendors, shredding company, etc.)
- Perform errands as needed (order coffees/lunches, clean kitchen and other personal tasks as requested)
Office Operations and Administration
- Manage corporate credit cards/receipt management for employees and follow-up with employees to ensure timely substantiation of company expenses are documented appropriately on a monthly basis.
- Responsible for assisting in tracking monthly key payments/state filings and following up with the Director of Operations and Financial Controller until tasks are completed.
- Maintain current Standard Operating Procedures (SOP) and create/update company SOP’s as needed.
- Manage and maintain electronic databases in an organized manner for projects in progress
- Lead, manage, and maintain contact database to include all up to date contact information and add new contacts as they arise.
- Responsible for timely reporting to the President (or their designee) as it relates to administrative business operations and project work plans.
- Communicate and collaborate with team membersat The Firm on projectsas needed.
- Facilitate, track, and manage family insurance claims for reimbursement as needed.
- Serve as the point person for electronic document management and filing system, ensuring employees are keeping all company and client records scanned, organized, and titled properly in accordance with the company’s document naming convention.
- Assist the Director of Operations (or their designee) with various compliance testing and ongoing administration (and maintenance thereof) as well as meeting note taking and organization when requested.
- Collaborate with the compliance and operational team personnel to ensure that appropriate records and office policies maintained are followed and maintained.
- Work with management to assist with HR related functions and responsibilities in conjunction with our Professional Employer Organization, when applicable.
- Facilitate the onboarding process and training program for new hires and internships as they arise.
- Maintain and update email distribution groups and office extension sheet on an ongoing basis.
- Manage office equipment and mobile devices in accordance with the current SOP.
- Manage office inventory and maintain stock of marketing materials, office supplies, etc.
- Maintain and organize storage room, supply room, and kitchen.
- Develop an understanding of the business disaster recovery plan and business continuity plan, become familiar with the building emergency protocols and procedures, and stay current with building requirements.
- Responsible for opening and closing main office doors and ensuring all office doors are locked if no one is present.
Skills and Qualifications
- Bachelor’s degree or equivalent work experience and knowledge.
- Possession of an entrepreneurial work ethic and interest in growth.
- Effective interpersonal skills.
- Ability to work independently and ask questions when needed.
- Ability to manage, prioritize, and successfully execute multiple tasks under fast-paced conditions.
- Strong organizational skills and high attention to detail.
- Proactive in taking the initiative to compete tasks and resolve issues as they arise.
- Proficiency in Microsoft Outlook, Word, Excel (60+ WPM), PowerPoint, OneNote, and Google Suite.
Professional Qualities
The Executive Assistant/Office Administrator must possess the following characteristics:
Leadership: The ability to contribute to initiatives and processes within the organization.
Team Oriented: The ability to work in a team-based environment and contribute to providing excellent work product.
Ethical Practice: The ability to integrate core values, integrity, and accountability throughout all organizational and business practices.
Effective Communication: The ability to effectively exchange information with employees, clients and vendors.
Critical Evaluation: The ability to interpret information with which to make business decisions and recommendations.
Global & Cultural Sensitivity and Effectiveness: The ability to value and consider the perspectives and backgrounds of all parties.
Relationship Management: The ability to manage interactions to provide service and to support the organization.
Business Acumen: The ability to understand and apply information with which to contribute to the organization’s strategic plan and vision.
Benefits: We offer a competitive compensation package, including comprehensive medical, dental, and vision coverage, a 401(k) plan with a 4% match, and opportunities for professional development and career growth.
