Executive Assistant

Newport Beach California (on-site)

About the Opportunity

We are partnering with a growing private equity and wealth management firm in Newport Beach to identify an Executive Assistant / Office Manager who thrives in a dynamic entrepreneurial environment. This is a highly visible role supporting senior leadership while also serving as the operational heartbeat of the office.

The ideal candidate is polished proactive organized and energized by variety. This person will help executives stay on track ensure the office runs smoothly coordinate client-facing events and create a professional welcoming experience for clients tenants and visitors alike.

We are looking for someone who takes ownership anticipates needs and enjoys being the person who keeps everything moving.

• Manage complex calendars scheduling and meeting coordination for senior leadership
• Coordinate travel arrangements itineraries and expense management
• Help executives prioritize commitments track deliverables and stay organized in a fast-paced environment
• Prepare presentations reports correspondence and meeting materials
• Handle confidential information with professionalism and discretion

• Oversee day-to-day office operations to ensure a polished and efficient workplace
• Coordinate office vendors building maintenance repairs supplies and service providers
• Serve as a primary point of contact for office-related needs involving tenants visitors and vendors
• Manage conference rooms office logistics inventory mail shipping and general workplace organization
• Help maintain a professional hospitality-driven office environment that reflects the firms brand and culture

• Coordinate client appreciation events executive dinners networking events and office gatherings
• Assist with event logistics including invitations communications catering venue coordination and follow-up
• Support client communications and help ensure a high-touch service experience
• Welcome clients and guests with professionalism and warmth

• Assist with special projects and operational initiatives as the company continues to grow
• Support internal communications and organizational coordination
• Jump in where needed flexibility and adaptability are essential in this environment

• Prior experience as an Executive Assistant Office Manager Operations Coordinator or similar role
• Experience in financial services private equity real estate professional services or another fast-paced business environment is preferred
• Strong organizational skills with exceptional attention to detail
• Ability to multitask and shift priorities quickly
• Strong communication and interpersonal skills
• High sense of urgency and ownership mentality
• Professional presence with a hospitality-oriented mindset
• Entrepreneurial attitude and comfort working in a growing organization
• Proficiency with Microsoft Office Outlook and standard business systems

This role is ideal for someone who:

• Enjoys being the go-to person in the office
• Naturally takes initiative and solves problems independently
• Brings positive energy and professionalism to every interaction
• Likes balancing executive support with operational responsibilities
• Thrives in fast-moving environments where no two days are the same
• Understands the importance of discretion responsiveness and follow-through

• Competitive compensation package based on experience
• Newport Beach office location
• Collaborative entrepreneurial culture with exposure to senior leadership. Think - Start-up.
• Opportunity to play a meaningful role in a growing organizations success
• Salary is based on experience - general range is $85000 - $110000

If you are highly organized service-oriented and energized by helping executives and offices operate at a high level we would love to hear from you.