Administrative Assistant

Career Group; Los Angeles (CA); On-site; USD 50,000 - 65,000; Full time

Job summary

A well-established investment firm in Los Angeles seeks a skilled Administrative Assistant to support senior professionals. The ideal candidate will be highly organized, proactive, and detail-oriented, managing diverse administrative tasks in a fast-paced environment.

Qualifications

• At least 3 years of administrative experience in financial services or similar.
• Proficient in Microsoft Office Suite.

Responsibilities

• Track and reconcile monthly corporate credit card activity.
• Maintain and manage executive calendars across time zones.
• Coordinate domestic and international travel arrangements.

Skills

Organizational Skills

Problem Solving

Communication

Education

Bachelor's Degree

Tools

Microsoft Office Suite

Job description

Our client, a well-established investment firm on the West Side of Los Angeles, is looking for a skilled Administrative Assistant to support senior professionals across key departments. The ideal candidate is dependable, highly organized, and thrives in a fast-paced, team-oriented environment. This role demands a proactive, detail-driven individual who enjoys a blend of administrative responsibilities and office coordination.

Key Responsibilities

• Track and reconcile monthly corporate credit card activity, preparing complete and accurate expense reports with supporting documentation.
• Maintain and manage executive calendars, scheduling meetings across multiple time zones and ensuring alignment with shifting priorities.
• Set up and clean up catered office lunches daily to support smooth team operations.
• Prepare client-facing materials, including roadshow presentations and meeting documents, with strong attention to formatting and detail.
• Serve as a team player across administrative functions—handling ad hoc tasks, special projects, and providing backup coverage at reception when needed.
• Answer incoming calls, provide detailed message-taking, and offer reliable phone coverage for team members.
• Assist with planning and executing in-office events and team gatherings, including logistics, setup, and vendor coordination.
• Coordinate both domestic and international travel, securing flights, hotels, ground transportation, and finalizing detailed itineraries.
• Manage weekly kitchen supply inventory, order groceries, and maintain cleanliness and organization in shared spaces.
• Oversee bi-monthly inventory and ordering of office supplies to ensure the team’s daily needs are met.
• Provide day-to-day administrative support to executives and their teams within investment-related departments.

Qualifications

• At least 3 years of administrative experience, ideally within financial services or a similar professional environment.
• Bachelor’s degree preferred.
• Exceptional organizational and problem-solving skills, with excellent follow-through.
• Comfortable working independently and within a team; adaptable to changing needs and priorities.
• Strong verbal and written communication skills, with discretion and sound judgment.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Notary Public certification is a plus, or willingness to obtain within 90 days of hire.

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We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring.