Job description

We are looking for a Executive Assistant to join our team and support the company’s Managing Partners. In addition to being an organized and resourceful individual, you will also bring your strong communication skills and attention to detail across all projects.

The ideal candidate must have the ability to work in a fast-paced and fun environment, sometimes under pressure, remaining calm, proactive, resourceful, and efficient. Multi-tasking is a must, and a high level of professionalism and confidentiality is essential for this position. This is a hands-on job requiring top-notch admin work plus an aptitude to liaison between the Partners, clients, key executives, and employees when necessary

Responsibilities:

The Executive Assistant is responsible for managing and answering the administrative needs of the Managing Partners daily as follows:

Executive Support

• Organize and coordinate the Partners’ daily calendars—scheduling all calls/virtual meetings and appointments (meals, meetings, and more), itineraries, and handling special events and invitations.

• Assist in answering the firm’s mainline and direct calls as needed to staff, rolling calls, and managing call sheets.

• Manage and arrange local and global travel for Partners.

• Proactively consider needs related to calendar and travel and work to resolve any scheduling conflicts.

• Host calls and virtual meetings.

• Prep partners for calls and meetings under the direction of the Chief of Staff.

• Manage scheduling and logistics for key internal events such as staff meetings, and internal executive meetings.

• Handle giftings, thank-yous, and more.

• Update and maintain contacts database

• Research and book restaurant, and events ideas, and be proactive to enhance relationships with point people.

• Other administrative duties as needed.

Future Office Management Upon Return to Office

• Open office and prepare for executive arrival.

• Receive visitors and screen incoming calls to determine priority trafficking.

• Serve as the key point of contact for main office vendors, such as maintenance, mailing, supplies, equipment repair.

• Monitor and maintain inventory of necessary office supplies; order supplies as needed to keep basic supplies stocked, and to fulfill special requests from staff.

Other Support

• Track, update and manage subscriptions, logins, passwords, and all sensitive information as instructed.

• Accommodate client requests, inquiries, and concerns as directed.

• Light personal assistant duties for the two Managing Partners to include booking personal appointments, dinner reservations, car services, travel, errands/pick-ups, etc.

Job Types: Full-time, Part-time

Pay: $92,171.80 - $154,111.90 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 10 hour shift
• 4 hour shift
• 8 hour shift
• After school
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Pasadena, CA: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Work Location: In person

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