Senior Administrative Assistant

People Architects is thrilled to partner with our California-based Wealth Management client in the search for a highly proactive, resourceful, and results-driven Office 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 executive, 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 complex projects as they are ensuring the details—like scheduling and stocking the kitchen—are handled flawlessly. You have a “deserve to win” mindset and will do whatever it takes to ensure the team’s success.

If you pride yourself on anticipating needs, driving solutions, and taking action in a positive, kind, and professional way, this could be the perfect opportunity for you!

What You’ll Do:

• Own office operations and executive support—this means everything from coordinating high-level meetings to ensuring a seamless office environment.
• Manage projects and solve problems—proactively streamline processes, troubleshoot challenges, and keep initiatives on track.
• Take full ownership of scheduling, planning, and prioritization—managing complex calendars, personal and business commitments, and travel logistics.
• Leverage the Head of the Office—work closely with leadership to execute key initiatives and optimize workflows.
• Act as the gatekeeper and facilitator—ensure smooth communication between executives, internal teams, and external partners.
• Oversee IT and office technology, working with vendors to resolve issues and maintain efficiency.
• Manage financial coordination, including tax planning schedules, expense tracking, and interactions with brokers and insurance providers.
• Prepare professional documents, reports, and presentations to support business operations.
• Ensure a professional, high-functioning work environment—whether that’s organizing key business meetings or making sure lunch is delivered when needed.

Who You Are:

• You have exceptional judgment, discretion, and professionalism. Privacy and trust are non-negotiable.
• You take action and solve problems—you don’t wait to be told what to do.
• You have strong project management skills and can manage multiple priorities in a fast-paced, ever-changing environment.
• You’re a master of efficiency—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 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 making sure a meeting runs smoothly.
• 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.
• 5 years in an executive support, office management, or finance-related role.
• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook) and financial spreadsheets.
• Experience working in wealth management, finance, or a fast-paced professional services environment is a plus.

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.