Office Experience Lead - Executive Support & Concierge

Westlake Financial Services; Los Angeles (CA); On-site; USD 33,000 - 43,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

401K matching

ESOP

Wellness program

Transit/Metro reimbursement

Career path opportunities

Onsite yoga

Paid vacations

Paid holidays

Job summary

Westlake Financial Services seeks a Workplace Experience Coordinator to be onsite in Los Angeles, supporting day-to-day office operations and delivering a welcoming experience for employees, clients, vendors, and visitors.

This role blends office operations, front desk coordination, guest hospitality and executive support to ensure the office runs smoothly and efficiently. Responsibilities include calendar coordination, meeting logistics, travel, and handling confidential information.

Qualifications

• 1-2 years of experience in workplace coordination, executive support, administrative support, reception, office coordination, or a related role preferred.
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong interpersonal skills with a professional, polished, and customer-focused approach.
• Demonstrated ability to handle confidential and sensitive information appropriately.
• Proficiency with Microsoft Office applications.
• Ability to exercise sound judgment, take initiative, and work independently.
• Reliable, punctual, adaptable, and service-oriented.

Responsibilities

• Coordinate day-to-day office operations to support an organized and efficient workplace.
• Maintain a professional, organized, and welcoming reception and lobby environment.
• Coordinate visitor access, meeting room reservations, and guest logistics.
• Receive, sort, and distribute mail, packages, and deliveries.
• Coordinate with vendors and service providers as needed to support office operations.
• Assist with purchasing, invoices, and administrative processes.
• Support workplace needs and special projects as assigned.
• Serve as the primary point of welcome for visitors, clients, vendors, and guests.
• Deliver a professional, positive, and welcoming experience for employees and visitors.
• Welcome guests and coordinate communication with employees regarding visitor arrivals.
• Answer, screen, and direct incoming telephone calls in a professional and courteous manner.
• Serve as a resource and point of contact for employees, visitors, and external partners.
• Provide administrative support to executive leadership.
• Manage executive calendars, including scheduling priorities and meeting coordination.
• Coordinate internal and external meetings, including meeting materials, conference rooms, and technology.
• Arrange business travel and related logistics as needed.
• Screen and prioritize incoming communications, requests, and correspondence.
• Maintain confidential executive and company information.
• Track follow-up items, deadlines, and action items.
• Serve as a liaison between executives and key stakeholders.

Skills

Communication skills

Organizational skills

Multitasking

Independent work

Bilingual Spanish preferred

Education

Bachelor's degree or equivalent

Bilingual Spanish preferred

Tools

Microsoft Office

Job description

Westlake Financial Services seeks a Workplace Experience Coordinator to be onsite in Los Angeles, supporting day-to-day office operations and delivering a welcoming experience for employees, clients, vendors, and visitors.

This role blends office operations, front desk coordination, guest hospitality and executive support to ensure the office runs smoothly and efficiently. Responsibilities include calendar coordination, meeting logistics, travel, and handling confidential information.