Strategic Executive Assistant and Office Operations Lead

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

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.