Finance & Office Administrative Associate

People Architects is thrilled to partner with our California-based Wealth Management client in the search for a highly proactive, resourceful, and results-driven Finance & Office Administration Associate to join their team! This role goes beyond traditional administrative support—it requires a problem-solver, project manager, and trusted right hand to the CFO and Controller, ensuring smooth operations, strategic efficiency, and a high-performing work environment.

We’re looking for someone who thrives in fast-paced, high-stakes environments, takes initiative without being asked, and is just as comfortable managing financial responsibilities as they are ensuring operational efficiency.

What you will do:

• Work in partnership with the office staff to support office operations and executive support—this means everything from coordinating high-level meetings to ensuring a seamless office environment, and ensuring smooth day-to-day functions.
• Collaborate on projects and problem-solving efforts, proactively streamlining processes, troubleshooting challenges, and keeping initiatives on track.
• Support scheduling, planning, prioritization, and coordination of complex calendars, personal and business commitments, and travel logistics.
• Work closely with leadership to execute key initiatives and optimize workflows.
• Facilitate smooth communication between executives, internal teams, and external partners.
• Assist in overseeing office technology, working with vendors to resolve issues and maintain efficiency.
• Support financial coordination, including bill payments, expense tracking, bank transactions, and account reconciliation.
• Assist with budget management, invoice processing, vendor payments, and preparing financial reports.
• Pull and analyze financial data, utilizing Excel (including pivot tables) to generate insights and reports.
• Collaborate with tax advisors, brokers, and insurance providers to coordinate financial planning schedules and compliance needs.
• Prepare professional documents, reports, and presentations to support business operations.
• Contribute to maintaining a professional, high-functioning work environment, ensuring office needs are met, key business meetings run smoothly, or making sure lunch is delivered when needed

Who You Are:

• You have exceptional judgment, discretion, and professionalism.
• You take action and solve problems without waiting to be asked.
• You have strong project management skills and can manage multiple priorities in a fast-paced, ever-changing environment.
• You create order out of chaos and anticipate what’s needed before anyone asks.
• You’re tech-savvy and comfortable troubleshooting office technology and systems.
• You have a solid understanding of financial processes, from paying bills to analyzing spreadsheets.
• You communicate with polish, poise, and confidence, representing the executive team at the highest level.
• You believe no task is too big or too small, whether it’s executing a high-stakes business initiative or ensuring financial records are in order.
• You thrive in an environment where everyone is all in, doing whatever is necessary to make the team successful.

Qualifications:

• Bachelor’s degree or equivalent experience.
• 3 years in an executive support, office management, or finance-related role.
• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook) with experience using pivot tables and financial spreadsheets.
• Experience working in wealth management, finance, or a fast-paced professional services environment is a plus.
• Familiarity with accounting software and banking transactions is a bonus.

Why You’ll Love This Role:

• Work alongside a high-performing executive team in an elite wealth management firm.
• Have a real impact—your work ensures the firm operates at its highest level.
• Enjoy a beautiful office environment and a culture that values initiative, excellence, and professionalism.

If you’re ready to bring your initiative, problem-solving mindset, and ability to drive results to a dynamic, high-achieving team, we’d love to hear from you!

We are committed to a diverse and inclusive workplace. People Architect and our clients are equal opportunity employers and do not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status. Applicants for employment with any of People Architect’s clients will ever be asked to provide money (even if reimbursable) as part of the job application or hiring process.

*no external agencies/3rd parties.

Salary : $60,000 - $80,000