Executive Assistant

Pocketbook Agency; Santa Monica (CA); On-site; USD 108,000 - 132,000; Full time

Job summary

Pocketbook Agency is seeking an Executive Assistant / Office Manager to support leaders in our Los Angeles office, combining executive assistance with comprehensive office management. The role emphasizes creating structure, anticipating needs, and ensuring seamless daily operations.

The ideal candidate will have 5+ years of EA experience in fast-paced corporate settings, strong organizational skills, and proficiency with Microsoft Office.

Qualifications

• Bachelor's degree preferred but not required.
• Minimum of 5 years of Executive Assistant experience supporting multiple senior-level professionals within a fast-paced corporate environment.
• Previous experience supporting financial services, investment, private equity, consulting, legal, or similar professional environments is strongly preferred.
• Exceptional organizational skills with the ability to manage multiple competing priorities simultaneously.
• Strong experience coordinating complex domestic and international travel.
• Advanced proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.

Responsibilities

• Provide executive support to the team, including Partners, Principals, Associates, Legal Counsel, and Marketing leadership.
• Manage complex calendars, schedule internal and external meetings, coordinate conference rooms, and adjust schedules as priorities shift.
• Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, and detailed itineraries.
• Prepare and process expense reports in a timely and accurate manner.
• Serve as the primary point of contact for day-to-day office operations, ensuring the office is organized, fully stocked, and operating efficiently.
• Conduct weekly inventory checks of office and kitchen supplies and manage recurring purchases.
• Oversee incoming mail, deliveries, and package distribution.
• Support marketing meetings by preparing, printing, binding, and assembling high-quality presentation materials and books.
• Manage high-volume printing, copying, binding, and document distribution.
• Maintain confidential documents, records, and files with the highest level of discretion.
• Assist with special projects and provide administrative support across the office as needed.
• Ensure consistent office coverage throughout business hours and serve as a dependable resource for the team.

Skills

Executive support

Calendar management

Travel coordination

Expense reporting

Communication skills

Discretion

Organizational skills

Education

Bachelor's degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Our client, a highly respected investment firm, is seeking a polished, proactive, and detail-oriented Executive Assistant / Office Manager to join their Los Angeles office. The role combines executive support with office management responsibilities and is ideal for someone who enjoys creating structure, anticipating needs, and ensuring the office runs seamlessly.

Responsibilities

• Provide executive support to the team, including Partners, Principals, Associates, Legal Counsel, and Marketing leadership.
• Manage complex calendars, schedule internal and external meetings, coordinate conference rooms, and adjust schedules as priorities shift.
• Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, and detailed itineraries.
• Prepare and process expense reports in a timely and accurate manner.
• Serve as the primary point of contact for day-to-day office operations, ensuring the office is organized, fully stocked, and operating efficiently.
• Conduct weekly inventory checks of office and kitchen supplies and manage recurring purchases.
• Oversee incoming mail, deliveries, and package distribution.
• Support marketing meetings by preparing, printing, binding, and assembling high-quality presentation materials and books.
• Manage high-volume printing, copying, binding, and document distribution.
• Maintain confidential documents, records, and files with the highest level of discretion.
• Assist with special projects and provide administrative support across the office as needed.
• Ensure consistent office coverage throughout business hours and serve as a dependable resource for the team.

Qualifications

• Bachelor's degree preferred but not required.
• Minimum of 5 years of Executive Assistant experience supporting multiple senior-level professionals within a fast-paced corporate environment.
• Previous experience supporting financial services, investment, private equity, consulting, legal, or similarly professional environments is strongly preferred.
• Exceptional organizational skills with the ability to manage multiple competing priorities simultaneously.
• Strong experience coordinating complex domestic and international travel.
• Advanced proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Experience managing calendars, scheduling meetings, and preparing expense reports.
• Excellent written and verbal communication skills.
• Highly detail-oriented with strong follow-through and excellent judgment when handling confidential information.

Salary: Up to $120k DOE + benefits

Location: On site daily in Santa Monica, CA

Pocketbook Agency is acting solely as a recruiting and placement firm for this position and is not the employer of record for this role unless otherwise explicitly stated. All hiring decisions, compensation, benefits, and employment terms are determined by the client employer. By applying, you acknowledge that submission of an application does not guarantee placement or employment.

Pocketbook Agency is an equal opportunity recruiting firm and does not discriminate in its recruiting, screening, or placement practices based on race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.