Administrative Assistant/Office Manager

Merceradvisors; Encino (NM); On-site; USD 46,838 - 55,104; Full time

Benefits offered by this job

Health insurance

401(k) retirement plan

Paid holidays

Dental plan

Vision insurance

Parental leave

Life insurance

Company-paid disability

Job summary

Mercer Advisors seeks an Administrative Operations Lead / Office Manager to head office operations, administration, communications, and facility management for a high-profile financial services firm in Encino, CA.

The role includes managing the Managing Partner’s communications and calendar, supervising staff, coordinating events, maintaining a compliant workplace, and supporting firm-wide initiatives. Reports to COO and collaborates with Partners and teams.

Qualifications

• Bachelor’s degree in business administration, management, or related field.
• 2+ years of experience in a similar position or field such as management or financial reporting.
• Detail-oriented with strong analytical, problem-solving, and written/verbal communication skills.

Responsibilities

• Serve as Administrative Assistant to the Managing Partner and manage a complex calendar.
• Plan and coordinate meetings, events, and travel arrangements.
• Prepare documents, presentations, and correspondence for the Managing Partner.
• Process expenses and time reporting; respond to communications for the Managing Partner.
• Greet visitors, supervise office staff, and maintain a compliant, organized workspace.
• Support brand engagement, newsletters, and site content updates.
• Coordinate with facilities for maintenance and occupancy protocols.

Skills

Organizational skills

Customer service

Professionalism

Initiative

Problem solving

Time management

Attention to detail

Process thinking

Communication skills

Event planning

Social media projects

Education

Bachelor’s degree in business administration

Tools

Microsoft Office

Data management software

TEAMS

Job description

Job Summary

Mercer Advisors is seeking an Administrative Operations Lead / Office Manager to head office operations, administration, communications, and facility management for a high‑profile financial services firm located in Encino, California.

The role includes managing the Managing Partner’s communications and calendar, supervising office staff, overseeing office events and systems, ensuring a clean, safe, and compliant workplace, and supporting firm‑wide initiatives. It reports to the Chief Operations Officer and collaborates with Partners and all firm teams.

Essential Job Functions

Administration Duties

• Serve as Administrative Assistant to the Managing Partner.
• Support the Managing Partner in scheduling and prioritizing a complex calendar.
• Anticipate, plan, and prepare for upcoming meetings, events, and other calendar commitments.
• Assist in creating and editing documents and presentations for the Managing Partner.
• Process the Managing Partner’s expenses and time reporting.
• Respond to all communications on behalf of the Managing Partner (email, telephone, etc.).
• Greet visitors and provide backup support for office reception; manage wayfinding, travel logistics and communication routing.
• Answer phones and respond to client requests and inquiries.
• Schedule meetings, generate agendas, and manage peripheral details.
• Organize events, schedule meetings, and make travel arrangements as needed.
• Provide administrative support to other departments or projects as required.

Operations Duties

• Support special projects and track progress toward company goals.
• Maintain mailroom and reception operations, supervise staff, and provide training and corrective action when necessary.
• Manage and update databases as needed.
• Track inventory and order supplies.
• Develop, review, and improve administrative systems, policies, and procedures.
• Work with accounting, internal controls, and the management team to process deposits, set budgets, monitor spending, and process payroll and other expenses.
• Engage in educational opportunities to build new and expand existing skills.

Communication & Engagement Duties

• Support brand awareness and reputation management.
• Prepare, edit, and format documents (memos, letters, presentations) for the firm.
• Draft and mail customer correspondence and newsletters.
• Plan and promote office events, including meetings, conferences, orientations, and training sessions; create and assemble event materials.
• Manage content, including the firm website.
• Maintain and distribute electronic newsletters and mass emails; manage distribution lists.
• Compile, distribute, and track reports, brochures, invitations, and other communications with external parties.
• Manage or oversee all social advertising campaigns.

Office Manager Duties

• Maintain a clean, safe, and well‑organized workspace; ensure OSHA, EDD, and other regulatory compliance.
• Ensure office supplies are stocked and equipment is functional and properly maintained.
• Coordinate with Facility Management for maintenance, parking, and occupancy protocols; handle maintenance issues.
• Collect, organize, and store information using computers and filing systems.
• Manage maintenance of office and facility equipment.
• Perform other duties as assigned.

Knowledge, Skills, and Abilities

• Pristine organizational skills with a bias toward efficiency.
• Genuine passion for serving others and natural relationship building.
• Excellent judgment, poise, and professionalism; represent the firm to external parties.
• Keen ability to work independently, take initiative, and collaborate with teams.
• Natural problem‑solver with a bias to action.
• Superior time management; capable of reprioritizing tasks amid changing needs.
• Appreciates and brings a high level of detail to tasks.
• Anticipatory with a bias toward process analysis and innovative thinking.
• Enjoys communications, event planning, and social media projects.
• Demonstrates winning social customer service techniques such as empathy, patience, advocacy, and conflict resolution.

Qualification Requirements

• Bachelor’s degree in business administration, management, or related field.
• 2+ years of experience in a similar position or field such as management or financial reporting.
• Strong organizational and administrative skills.
• Detail-oriented with strong analytical, problem‑solving, critical thinking, coaching, interpersonal, and verbal and written communication skills.
• Exceptional leadership and task/resource management skills.
• Proficiency in Microsoft Office and data management software; experience with TEAMS preferred.
• Ability to plan for and track multiple projects and deadlines.
• Familiarity with budget planning, human resources, and customer service procedures.
• In‑depth knowledge of social media platforms (Facebook, Twitter, Instagram, YouTube, Pinterest, etc.).
• Willingness to continue building skills through educational opportunities.

Work Schedule

Monday through Friday, 8:00 AM to 5:00 PM. Early or late hours may be required to meet client needs.

All roles classified as non‑exempt are required to record working time in the timekeeping system daily with a 30‑minute unpaid lunch period.

Working Conditions

Professional office environment or dedicated home office workspace provided; basic technology needs supplied. Routine sitting and standing; no heavy lifting over 10 lbs.

Compensation

Actual base pay within this range will be based on a variety of factors, including but not limited to geographic location, relevant experience, education, skills, and licenses/certifications.

Base Pay Range: $34—$40 USD

Benefits

• Company‑paid basic life & AD&D insurance
• Company‑paid short‑term and long‑term disability insurance
• Supplemental life & AD&D; short‑term disability; accident; critical illness; and hospital indemnity insurance
• Three Cigna medical plan options, including two high‑deductible plans and a traditional co‑pay plan
• Kaiser medical plans available in California
• Health Savings Account (HSA) with company contributions if enrolled in an HDHP plan
• Two comprehensive dental plans
• Vision insurance plan
• Dependent care savings account for child and dependent care
• 14 company‑paid holidays, including a full week off at Thanksgiving
• Generous paid time off program for vacation and sick days
• Employee assistance plan
• Family medical leave
• Paid parental leave (8 weeks)
• Maternity benefits utilizing company‑paid STD, supplemental STD, and parental leave (8 weeks)
• Adoption assistance reimbursement program
• Company‑paid concierge services for employees and loved ones
• 401(k) retirement plan with traditional and Roth options, per‑pay‑period match, and after‑tax option
• Pet insurance
• Personalized financial planning and guidance from Mercer Advisors professionals, offered at preferred employee pricing

Equal Opportunity Employer

Mercer Advisors is an equal opportunity employer and does not discriminate on the basis of any characteristic protected by applicable federal, state, or local law. Mercer Advisors participates in E‑Verify and complies with federal employment eligibility verification requirements.

If you need an accommodation during the application or hiring process, please email [e-mail] (this inbox is for accommodation requests only).

Applicant Notices and Employment Rights

For information about applicant rights, required employment notices, E‑Verify participation, and state specific disclosures, please review the Applicant Notices and Employment Rights. If you are a resident of California, learn more about Mercer's California Consumer Privacy Policy.