Job Description
Description:
Position Summary
We are seeking a proactive, detail-oriented, and highly organized Office Assistant/Executive Assistant to support leadership and ensure the smooth operation of the office. This role requires exceptional communication and multitasking skills, discretion, and the ability to thrive in a dynamic, fast-paced environment. Fast-paced work environment requiring high-touch customer service with 50+ producers and 10+ staff in the office.
Key Responsibilities:
Executive Support
Provide high-level administrative support to executive(s), including calendar management, travel coordination, and meeting preparation.
Draft, review, and manage correspondence, presentations, and reports.
Handle confidential information with the highest level of discretion.
Coordinate and schedule meetings, conference calls, and events, ensuring all logistics are in place.
Track and assist with follow-up actions on meetings and strategic initiatives.
Liaise with clients, partners, and other stakeholders on behalf of executives.
Office Management
Oversee day-to-day office operations and act as the main point of contact for facility-related matters.
Maintain office supplies inventory and place orders as needed.
Coordinate with IT, property management, and vendors to ensure a productive work environment.
Manage office events and leadership expenses.
Plan and coordinate internal events, staff meetings, and team-building activities.
Ensure compliance with company policies and procedures.
Administrative Oversight
Supervise and support other administrative staff (if applicable).
Maintain office systems and procedures to ensure alignment with the Operations Department.
Serve as the go-to resource for office communications, onboarding logistics, and team support.
Requirements:
Qualifications
Bachelor’s degree or equivalent work experience.
Minimum 5 years of experience in an executive support or office management role.
Excellent verbal and written communication skills.
Strong proficiency in Microsoft Office Suite and Google Workspace; experience with project management tools is a plus.
Demonstrated ability to handle multiple priorities with exceptional attention to detail.
Proven ability to maintain professionalism and confidentiality.
Competencies
Self-starter with a proactive, can-do attitude.
Flexible and adaptable to changing priorities.
Strong problem-solving and decision-making skills.
WHAT WE BELIEVE
We succeed when our clients succeed. Our success is measured in the achievement of our clients’ objectives, satisfaction, and trust.
Integrity – We will not compromise our individual or corporate integrity for any reason
Respect – We celebrate the intrinsic value of each person and embrace diverse perspectives
Teamwork – Collective efforts provide extraordinary results
Balance – A consistently productive team balances family, faith, community, and self
Leadership – Continued success relies on our ability to attract and motivate leaders of character
Salary Range: $68,500-$80,000 + annual bonus + matching 401K
***We do not use 3rd party recruiting agencies***
Position Summary
We are seeking a proactive, detail-oriented, and highly organized Office Assistant/Executive Assistant to support leadership and ensure the smooth operation of the office. This role requires exceptional communication and multitasking skills, discretion, and the ability to thrive in a dynamic, fast-paced environment. Fast-paced work environment requiring high-touch customer service with 50+ producers and 10+ staff in the office.
Key Responsibilities:
Executive Support
Provide high-level administrative support to executive(s), including calendar management, travel coordination, and meeting preparation.
Draft, review, and manage correspondence, presentations, and reports.
Handle confidential information with the highest level of discretion.
Coordinate and schedule meetings, conference calls, and events, ensuring all logistics are in place.
Track and assist with follow-up actions on meetings and strategic initiatives.
Liaise with clients, partners, and other stakeholders on behalf of executives.
Office Management
Oversee day-to-day office operations and act as the main point of contact for facility-related matters.
Maintain office supplies inventory and place orders as needed.
Coordinate with IT, property management, and vendors to ensure a productive work environment.
Manage office events and leadership expenses.
Plan and coordinate internal events, staff meetings, and team-building activities.
Ensure compliance with company policies and procedures.
Administrative Oversight
Supervise and support other administrative staff (if applicable).
Maintain office systems and procedures to ensure alignment with the Operations Department.
Serve as the go-to resource for office communications, onboarding logistics, and team support.
Requirements:
Qualifications
Bachelor’s degree or equivalent work experience.
Minimum 5 years of experience in an executive support or office management role.
Excellent verbal and written communication skills.
Strong proficiency in Microsoft Office Suite and Google Workspace; experience with project management tools is a plus.
Demonstrated ability to handle multiple priorities with exceptional attention to detail.
Proven ability to maintain professionalism and confidentiality.
Competencies
Self-starter with a proactive, can-do attitude.
Flexible and adaptable to changing priorities.
Strong problem-solving and decision-making skills.
WHAT WE BELIEVE
We succeed when our clients succeed. Our success is measured in the achievement of our clients’ objectives, satisfaction, and trust.
Integrity – We will not compromise our individual or corporate integrity for any reason
Respect – We celebrate the intrinsic value of each person and embrace diverse perspectives
Teamwork – Collective efforts provide extraordinary results
Balance – A consistently productive team balances family, faith, community, and self
Leadership – Continued success relies on our ability to attract and motivate leaders of character
Salary Range: $68,500-$80,000 + annual bonus + matching 401K
***We do not use 3rd party recruiting agencies***
💡 Quick Summary
Seeking a career-building opportunity? The Office Assistant/Executive Assistant position is now open for candidates interested in the Office Assistant Jobs sector. This role in Newport Beach offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Office Assistant Jobs is a plus.
