Executive & Office Support Specialist - LA Front Desk

copehealthcareconsulting; Los Angeles (CA); On-site; USD 64,000 - 78,000; Full time

Benefits offered by this job

Unlimited paid vacation

Child/household care stipend

Monthly gym allowance

Annual company retreat

Job summary

COPE Health Solutions is seeking a detail-oriented Office & Executive Support Assistant for our Los Angeles office. This role combines front desk coverage with executive administrative support and facilities coordination to ensure a seamless workplace experience.

You will manage calendars, meetings, travel, and expense reporting for designated leaders while maintaining office procedures and escalating significant matters to the Executive Business Partner.

Qualifications

• Bachelor's degree preferred or equivalent combination of education and relevant experience.
• 3–5 years of experience in executive administration, office management, administrative coordination, workplace operations, hospitality, or a related field preferred.
• Experience supporting senior executives and independently coordinating day-to-day office operations.
• Strong organizational, prioritization, follow-through, and time-management skills.
• Excellent written, verbal, interpersonal, and customer-service skills.
• Strong attention to detail, professionalism, discretion, and sound judgment.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to develop effective working relationships with executives, employees, vendors, building personnel, and visitors.
• Ability to handle confidential executive and organizational information appropriately.
• Ability to work onsite Monday through Friday and provide reliable office coverage during established business hours.

Responsibilities

• Provide continuous onsite front desk and reception coverage Monday through Friday and maintain a professional, welcoming office environment.
• Coordinate visitor check-in, building access, parking validation, mail, packages, deliveries, and routine employee office needs.
• Maintain daily office readiness, including reception, conference rooms, kitchen and shared spaces, supplies, coffee service, and end-of-day resets.
• Monitor office and storage supplies and proactively coordinate replenishment, organization, and inventory needs.
• Maintain established office procedures, documentation, vendor information, and operational resources.
• Provide administrative support to designated senior executives and leaders based on organizational needs and assigned areas of responsibility.
• Manage assigned executive calendars, schedule internal and external meetings, coordinate conference rooms and virtual meetings, and support meeting logistics.
• Prepare and submit assigned executive expense reports and maintain appropriate supporting documentation.
• Assist with delegated travel arrangements and other assigned executive administrative needs.
• Prepare, print, assemble, and distribute presentations, agendas, reports, Board materials, binders, meeting packets, and other executive documentation.
• Maintain spreadsheets, trackers, calendars, files, and other administrative records.
• Serve as the day-to-day administrative contact for routine Los Angeles office facilities and building needs.
• Maintain relationships with property management, building security, engineering, janitorial teams, and recurring office vendors.
• Coordinate maintenance requests, vendor visits, building access, office repairs, equipment service, furniture needs, and routine workplace improvements.
• Track requests through completion and elevate significant facilities, vendor, contractual, or financial matters as appropriate.
• Maintain conference room readiness, including room setup, supplies, meeting materials, and basic technology checks.
• Coordinate catering, coffee, refreshments, and hospitality for executive meetings, Board meetings, visitors, employee events, and other office needs.
• Support Los Angeles office and executive events, including invitations, room scheduling, catering, materials, vendor access, setup, and breakdown.
• Support operational projects and workplace initiatives assigned by the Executive Business Partner.
• Crosstrain and provide day-to-day task direction to administrative support personnel, including Health Scholar support, on front desk and office procedures as needed.
• Support administrative coverage planning and provide backup support for designated executive functions.
• Provide occasional weekend onsite support when scheduled for office maintenance, vendor, facilities, or other operational needs.
• Independently manage routine responsibilities within established procedures and delegated authority, escalating strategic or significant operational matters as appropriate.

Skills

Executive support

Calendar management

Travel coordination

Office operations

Customer service

Education

Bachelor's degree

Tools

Microsoft Outlook

Word

Excel

PowerPoint

Teams

Job description

COPE Health Solutions is seeking a detail-oriented Office & Executive Support Assistant for our Los Angeles office. This role combines front desk coverage with executive administrative support and facilities coordination to ensure a seamless workplace experience.

You will manage calendars, meetings, travel, and expense reporting for designated leaders while maintaining office procedures and escalating significant matters to the Executive Business Partner.