Executive Assistant Office Manager

Executive Assistant/Office Manager, onsite (El Segundo)

Our client is seeking a seasoned, highly professional, organized, and detail-oriented Executive Assistant (EA) to provide a high-level of administrative support the CEO and CFO at this premier real estate investment firm. As the senior-level EA and Office Manager, you will be integral to managing calendars, meetings, and information sharing for the executive team and day to day office operations.

What You Will Do:

• Calendar Management. You will prioritize inquiries and requests for meetings, conference calls, dinners, and other engagements while troubleshooting conflicts; act as both “gatekeeper” and “gateway”; making recommendations to ensure smooth day-to-day engagements. You will provide daily calendar updates and summaries of upcoming activities.
• Travel Arrangements. You will research, book, and coordinate travel - ensuring required travel documents are in place, building itineraries, maintaining, and updating all calendars, and liaising with required parties at travel destination(s).

Board of Trustees. You will help with preparation of Board materials, coordinate and prepare for in-person and virtual Board meetings and liaise with Board members and/or their assistants to coordinate travel, meals, execution of various documents, and other arrangements as needed. You will maintain confidentiality and discretion in relationships with Board members.

• Event Planning. You will support the planning and execution of Company events, ensuring the Executive Team’s vision is fully executed.
• Special Projects. You will support with designing and producing documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence and maintaining contacts lists.
• Information Management. As requested, you will maintain open communication with all teams, ensuring internal teams and external partners are well-informed of all happenings. Remaining proactive and anticipating needs in advance of meetings, events, etc. is key.
• Office Manager. Manage other administrative staff and coordinate efforts ensuring that all necessary office functions are appropriately covered.
• Miscellaneous. Other duties and responsibilities as assigned.

Requirements:

• 7+ years of EA experience supporting a CEO or Managing Partner, preferably in the legal industry.
• Some office management experience.
• Bachelor’s degree in business administration, marketing, or related field preferred.
• with Microsoft Office Suite, advanced skills with PowerPoint, Word, redlining programs, Adobe Acrobat, document management systems, etc.
• self-starter and critical problem solver who can switch priorities at a moment's notice with minimal or no direction.
• dependable with exceptional ability to execute reliably.
• Represent the Company and the Executives in a positive light through great follow-through skills and sound judgment.
• Be responsive to emails/texts/phone calls, with contact outside normal business hours.
• Flexible hours as dictated by the needs of business for projects and meetings.
• Strong organizational and multitasking skills, ability to prioritize time and tasks without direction.
• Hyper-attentive to detail, especially regarding managing calendars and written communication.
• Maintain high discretion and confidentiality regarding personal, financial, and sensitive information.
• This role must be onsite 5 days per week in the office and candidates need to be willing to work extended hours as needed.

Must haves:

• Experience creating multiple detailed travel Itineraries on multiple time zones.
• Experience managing multiple meetings in a day with heavy calendaring and lots of changes.
• Technology – Microsoft O365, teams SharePoint calendar management, Etc. and experience with different types of calendars like Google, Microsoft, Apple, and newer technologies.
• Expense management – Concur
• Event Management – budgets and organization, etc.

What We Provide: We are proud to offer employees a generous Total Rewards package and opportunities for employees to learn new skills and grow their career.

Pay Transparency: The base Pay Compensation range is $130,000 - $150,000 annualized (exempt salaried position). Compensation may vary based on experience, training, and education. This position is eligible for an annual discretionary bonus. Plus a comprehensive benefits plan!