Executive Assistant | Office Coordinator

$80,000 - $95,000/Yr

Macquarie - Los Angeles, CA

Full-time - Entry Level

Los Angeles, CA

Securities, Commodity Contracts, and Other Financial Investments and Related Activities

About the position

As an Executive Assistant/Office Coordinator supporting a dynamic team for the Financial Sponsors Group within Macquarie Capital, you will gain international exposure across a wide variety of business activities while showcasing your positive, confident, and proactive approach, and exceptional time management skills. At Macquarie, our advantage is bringing together diverse people and empowering them to shape all kinds of possibilities. We are a global financial services group operating in 34 markets and with 55 years of unbroken profitability. You'll be part of a friendly and supportive team where everyone - no matter what role - contributes ideas and drives outcomes. In this role, you will be responsible primarily for supporting a team of executives with calendar management, invoice processing, client relationship management in Salesforce, expense, and travel coordination, both domestic and international, using Concur. You will collaborate with other EAs and executives across multiple internal teams and take an active role to support its success. You will also get the opportunity to work on various ad-hoc projects, including the coordination of team conferences and events. Additionally, you will be responsible for Office Coordinator tasks such as facility requests, liaising with building management and cleaners, light technology support, onboarding and offboarding of employees, pantry and office supply orders, cost management, security access requests and visitor logs, parking pass assignments and deactivation, conference room management and other ad hoc requests.

Responsibilities

• Support a team of executives with calendar management.
• Process invoices and manage client relationships in Salesforce.
• Coordinate expenses and travel arrangements using Concur.
• Collaborate with other EAs and executives across multiple internal teams.
• Assist in the coordination of team conferences and events.
• Handle facility requests and liaise with building management and cleaners.
• Provide light technology support and assist with onboarding and offboarding of employees.
• Manage pantry and office supply orders, cost management, and security access requests.
• Maintain visitor logs and manage parking pass assignments and deactivation.
• Oversee conference room management and address other ad hoc requests.

Requirements

• Ability to exercise good judgment, discretion, and flexibility in your approach.
• Experience acting as a problem solver who can multi-task with ease.
• Proficient in Microsoft Office Suite, especially PowerPoint.
• Experience working in a financial environment is preferred.

Benefits

• Hybrid and flexible working arrangements
• One wellbeing leave day per year and minimum 25 days of annual leave
• Primary caregivers are eligible for 20 weeks paid leave along with 12 days of transition leave upon return to work and 6 weeks paid leave for secondary caregivers
• Paid volunteer leave and donation matching
• Range of benefits to support your physical, psychological and financial wellbeing
• Employee Assistance Program, a robust behavioural health network with counselling and coaching services
• Recognition and service awards