Executive Assistant / Paralegal / Office Manager

Altametrics; Costa Mesa (CA); On-site; USD 70,000 - 110,000; Full time

Job summary

Gala Capital Partners in Costa Mesa, CA, seeks an experienced Executive Assistant to support the Managing Partner and senior executives. The role demands discretion, strategic calendar management, travel coordination, and high-level communications to enable leadership focus.

You will manage complex schedules, prepare board materials, handle confidential matters, and liaise with internal and external stakeholders while contributing to operational efficiency and project execution.

Qualifications

• Associate's degree in business, finance, sciences, law or related field preferred.
• 3–5 years of proven experience as an Executive Assistant or Paralegal to a C-level executive.
• Strong business background.

Responsibilities

• Serve as trusted advisor and operational partner to executive leadership, managing priorities.
• Assist in property management to support Real Estate Investments.
• Act as Office Manager for local office and provide light bookkeeping support.
• Provide confidential administrative support with accuracy and flexibility.
• Schedule and manage the Executive's calendar (daily/weekly/monthly).
• Coordinate travel and lodging arrangements as needed.
• Arrange and coordinate meetings, prepare agendas, track follow-ups.
• Prepare information for discussions with board and executives.
• Liaise between executives and stakeholders; draft letters and memos.
• Coordinate correspondence, reports, and special projects; assist research.
• Receive calls/mail; provide information per company policy.
• Maintain records, data checks; format and edit reports.
• Perform other duties as assigned.

Skills

Organizational skills

AI prompting skills

Multitasking / prioritization

Professionalism & discretion

MS Office & Google Workspace

Communication skills

Typing 60 wpm

Proactive / initiative

Business English accuracy

Education

Associate's degree

Notary

Job description

Overview

Gala Capital Partners is a diversified investment firm based in Costa Mesa, CA. We focus on long term investments in Software, Franchise Restaurants and Real Estate throughout the US. We are seeking a highly capable and experienced Executive Assistant to support the Managing Partner and other executives.

This role is critical to the success of high-level operations and investment, and requires a sharp, resourceful professional who operates with precision, discretion, and a strong sense of accountability. This is a strategic support role not a routine administrative position. The successful candidate will manage complex schedules, high-level communications, and confidential matters with confidence and clarity. You'll play a key role in enabling executive focus and ensuring seamless execution of leadership initiatives.

Duties

• Serve as a trusted advisor and operational partner to executive leadership, managing priorities, communications, and logistics with efficiency and foresight
• Assist in property management to support Real Estate Investments
• Act as Office Manager for local office, provide light bookkeeping support
• Provide confidential administrative support in an accurate and flexible manner
• Schedule and manage the Executive's daily/weekly/monthly appointment calendar
• Coordinate travel and lodging arrangements, as needed
• Arrange and coordinate meetings, conferences, special functions and appointments, prepare agendas, and track follow-up actions
• Collect and prepare information for use in discussions and meetings with executive staff members, Board of Directors, and outside individuals
• Act as a liaison between executives and internal/external stakeholders
• Compose letters and memoranda from verbal direction, dictation
• Type and coordinate correspondence, reports, memoranda, special projects, technical papers, and related material for the Executive Leadership as requested.
• Conduct research and prepare reports to support executive decision-making
• Receive and answer telephone calls, mail and inquiries; provide information in accordance with Company policy
• Maintain records, gather and check data, as well as design, format, compose, and edit a variety of reports
• Perform other duties as assigned

Education & Experience

• Associate's Degree with studies in Business, Finance, Sciences, Law or related field preferred.
• Minimum of 3-5 years of proven experience as an Executive Assistant or Paralegal to a high-level or C-level executive.
• Strong business background

Technical & Other Skills

• Exceptional organizational skills and attention to detail
• Has strong AI prompting skills using AI tools such as ChatGPT, Gemini, MS Copilot, or Claude.
• Ability to manage multiple priorities and meet deadlines under pressure
• High level of professionalism and discretion
• PC proficiency in Microsoft Office and Google Workspace. Highly organized and flexible
• Excellent verbal/written communication skills with the ability to effectively communicate with all levels of personnel
• Organized, independent, self-motivated, detail-oriented team player.
• At least 60 wpm typing skills
• Proactive and takes initiative without constant direction
• Strong knowledge of business English, spelling, and punctuation

Preferred Qualifications

• Experience in finance, real estate, legal, investment or banking industry is a plus.
• Notary