Executive Assistant/Office Admin #ESF6458

$41,600 - $52,000/Yr

ExpertHiring - Beverly Hills, CA

Full-time - Mid Level

Beverly Hills, CA

Administrative and Support Services

About the position

As an Executive Assistant/Office Admin, you will play a crucial role in supporting the Managing Director (MD) and managing the office operations for a dynamic team of 40 staff members, including 20 in-person and 20 remote employees. This position is based in the upscale Beverly Hills real estate market, where you will engage with high-end properties and a prestigious clientele. Your responsibilities will include championing all office management tasks, ensuring that essential company initiatives are executed efficiently, and acting as the main point of contact for employees regarding internal business functions such as onboarding and deal closing. You will also be responsible for maintaining office supplies, managing calendars, and taking calls on behalf of the MD. In addition to administrative duties, you will handle bookkeeping tasks using QuickBooks, including categorizing, reconciling, and reporting financial data. Your role will require you to write employee contracts, plan travel itineraries, and maintain organization across multiple projects. You will need to react with appropriate urgency to emerging situations, manage complex scheduling, and ensure that all invoices are approved and paid ahead of schedule. Confidentiality and professionalism are paramount, as you will be dealing with sensitive materials and high-profile clients. This position offers significant opportunities for professional development and networking within the lucrative Beverly Hills real estate market.

Responsibilities

• Champion all office management for a team of 20 in-person and 20 remote staff.
• Provide executive assistance to the Managing Director (MD) to ensure essential company initiatives are carried out.
• Ensure all office supplies are proactively restocked.
• Act as the main point of contact/liaison for employees with internal business functions including onboarding, deal closing, and daily support with third-party vendors.
• Maintain bookkeeping and QuickBooks categorizing, reconciliation, and reporting.
• Take calls on behalf of the MD and manage his calendars.
• Write employee contracts and plan travel itineraries.
• Maintain organization on several projects and add value on email correspondence.
• Occasionally perform personal errands for the MD.
• React with appropriate urgency to emerging situations and complete multiple high-priority tasks efficiently.
• Coordinate complex scheduling and manage content flow to senior leadership.
• Support the MD with business and extra tasks, ensuring punctuality and preparedness for meetings and travel.
• Ensure all invoices are approved by the MD and paid ahead of schedule.
• Maintain professionalism and confidentiality with all materials.
• Support employees with onboarding, training materials, and access to necessary resources.
• Handle bookkeeping for multiple company entity accounts, running monthly P&L, and expense reconciliation.

Requirements

• 3 years of prior Office Administrator or Executive Assistant experience.
• Highly proficient in professional business writing with exceptional English, grammar, and punctuation skills.
• Proficiency in Microsoft Office (Excel, PowerPoint, Outlook).
• Proficiency with QuickBooks and a general background in accounting.
• Competency or strong interest in financial statement analysis, business valuation, accounting, and finance.
• Highly organized and detail-oriented with ability to follow up on priorities.
• Collaborative, team-oriented individual with a strong sense of integrity and professionalism.
• Competence in legal jargon related to managing legal documents is preferred.
• Must have a reliable form of transportation.
• Bachelor's degree, preferably in Finance, Economics, or Business Administration.

Nice-to-haves

• Competence in legal jargon related to managing legal documents is preferred.

Benefits

• Competitive Pay & Benefits!
• Access training and support for your career growth!
• Networking opportunities in the real estate industry!
• Significant income potential in a lucrative market!
• Engage with a diverse range of clients, including celebrities and entrepreneurs!
• Develop in-depth knowledge of the Beverly Hills real estate market!