Executive Assistant / Paralegal / Office Manager

Altametrics; Costa Mesa (CA); On-site; USD 65,000 - 85,000; Full time

Job summary

Altametrics is looking for a highly capable Executive Assistant in Costa Mesa, CA, to support its Managing Partner and executives. This strategic role involves managing complex schedules, high-level communications, and confidential matters. The ideal candidate will have 3-5 years of experience, a Bachelor’s Degree, and exceptional organizational skills. Proficiency in Microsoft Office and Google Workspace is required. This position is critical to ensuring the efficient execution of leadership initiatives and involves responsibilities like travel coordination, meeting arrangements, and providing administrative support.

Qualifications

• 3-5 years of experience as an Executive Assistant or Paralegal to high-level executives.
• Strong business background required.
• Proven ability to manage priorities and meet deadlines.

Responsibilities

• Manage schedules and communications for executive leadership.
• Provide confidential administrative support.
• Coordinate travel, meetings, and special functions.

Skills

Organizational skills

AI prompting skills

Communication skills

Typing skills (60 wpm)

Professionalism

Education

Bachelor's Degree in Business, Finance, Sciences, Law or related field

Tools

Microsoft Office

Google Workspace

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

• Bachelor'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