Executive Office Assistant

$70,000 - $80,000/Yr

Mahler Private Staffing - Irvine, CA

Full-time - Mid Level

Onsite - Irvine, CA

11-50 employees

Administrative and Support Services

About the position

A well-established Family Office is seeking an Executive Office Assistant (EOA) to support the Family Office team by implementing requests from the office leadership team in real-time. The role involves a variety of administrative and operational duties, requiring proficiency in scheduling and calendar management, policy and procedure execution, research, data interpretation and compilation, database management, task and project management, occasional event coordination, and basic financial literacy. The EOA ensures these functions are performed within a confidential environment. Ideally, you are a highly organized self-starter. The right candidate is polished, attentive to details, and enjoys a supporting role. This is an in-person role (not hybrid or remote).

Responsibilities

• Provide a wide range of support to the Executive Administrative team, Philanthropy team, Accounting team, principal, and president.
• Perform general office duties such as filing, data entry, managing correspondence, and document preparation.
• Assist in scheduling and coordinating meetings, appointments, and other travel arrangements when needed.
• Provide administrative support for a private collection including managing appraisals/acquisition/disposition records, auditing and maintaining of databases, tracking payments and refunds, and updating insurance policies.
• Provide support with event coordination for the principal and family.
• Provide support to the Estate Manager with various household errands when needed.
• Successfully complete critical aspects of deliverables with a hands-on approach.
• Prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Drive efficiency and continuous improvement in all tasks.
• Produce documents (PowerPoint, Excel, Word, etc.) with a level of polish suitable for executive review. Demonstrate the ability to take information and concepts and translate them into professional level documents.
• Handle confidential material relevant to the principal's office.
• Work closely and effectively with all departments within the Family Office.
• Adhere to code of conduct and all compliance policies and acts as a role model in such situations.
• Perform additional duties as needed.

Requirements

• A minimum of three years' experience performing increasingly complex and highly responsible office and administrative/secretarial support work of which at least two years involved administrative support to a C-suite executive or Principal/CEO.
• Bachelor's degree or some college coursework in accounting, administrative, and personnel management, and data processing preferred.
• Proficiency in MS Office Suite.
• Strong computer and internet research skills.
• Excellent interpersonal and communication skills.
• Discreet; able to maintain the highest levels of confidentiality when dealing with sensitive matters.
• Organized and efficient, with an eye for detail.
• Proactive self-starter, with a desire to show initiative.
• Poised and professional.
• Flexible and willing to pitch in with additional tasks.
• Long term intent.

Benefits

• Fully paid medical/dental/vision insurance
• Paid time off (PTO)
• Personal days
• Paid holidays
• Daily lunch provided