What are the responsibilities and job description for the Wealth Management | Executive Assistant & Office Administrator position at Wealth Management?
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
Skills and Qualifications
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.
