Office Manager

3 weeks ago

Newport Beach, California, United States Archimedes Asset Management, Inc. Full time

Job Description: Office Manager and Bookkeeper/ Executive and Personal Assistant

Archimedes Asset Management, Inc.

Job Title:

Office Manager / Executive Assistant / Personal Assistant

Job Type:

Full-Time / Salary / Onsite

Company Overview:

Archimedes Asset Management, Inc. ("Archimedes") is a family office based in Newport Beach, CA. We specialize in the acquisition, ownership, and operation of multifamily real estate (both affordable and conventional), as well as farmland. At Archimedes, we are driven by an entrepreneurial spirit and take pride in being hands-on. We're looking for a highly motivated and resourceful Office Manager to join our close-knit team and grow with our organization. As a company with a dynamic and fast-paced environment, we need someone who thrives in varied roles, is eager to support our continued growth, and is always ready to do whatever it takes to succeed.

Position Summary:

The Office Manager will play a crucial role in supporting the day-to-day operations of our team. Working directly with the President and Asset Managers, this role offers autonomy and an opportunity to significantly contribute to both current portfolio management and future growth initiatives. The successful candidate will be highly organized, proactive, and capable of juggling multiple tasks, both professional and personal. Archimedes values innovation, collaboration, and versatility. We expect every team member to embrace challenges with a problem-solving mindset, and no task is too small for anyone's role.

Required Skills & Qualifications:

  • Proactive Problem-Solver: Able to anticipate needs and independently seek out tasks.
  • Discretion & Confidentiality: Maintain the highest level of professionalism and confidentiality, especially in handling sensitive information.
  • Excellent Organization & Prioritization: Superior time-management skills, able to juggle multiple projects and prioritize daily tasks efficiently.
  • Tech-Savvy: Proficient in Microsoft Office Suite (Outlook, Word, Excel), with strong familiarity in software tools, and capable of learning new platforms quickly.
  • Financial Literacy: Hands-on experience with QuickBooks, including payroll and bookkeeping functions.

Key Responsibilities:

Business Operations:

  • Handle a wide range of administrative tasks, including financial reporting, bookkeeping, insurance renewals, company mail, and compliance reporting.
  • Maintain immaculate company files.
  • Maintain business and family calendars, coordinating meetings, appointments, and events.
  • Organize and manage travel logistics for both business and personal travel (flights, accommodations, transportation).
  • Prepare and process biweekly payroll, manage accounts payable/receivable, perform bank reconciliations, and prepare monthly financial reports using QuickBooks.
  • Track tenant payments and coordinate with vendors for property repairs and maintenance.
  • Answer phones and facilitate ensure smooth daily office functions.

Personal Assistance:

  • Manage family schedules, including school calendars, doctor appointments, afterschool activities, and personal errands.
  • Coordinate family events, such as birthday and holiday celebrations.
  • Ensure the organization and smooth running of both home and office environments.

Event & Vendor Management:

  • Coordinate logistics for business meetings, entertainment, and other events.
  • Research, communicate with, and manage vendors for both business and personal needs, ensuring timely and satisfactory completion of work.

Basic Qualifications:

  • Valid driver's license
  • Strong communication skills, both written and verbal
  • High degree of urgency and attention to detail
  • Ability to manage and coordinate a wide variety of personal and professional tasks

Experience:

  • Prior experience as an Office Manager, Executive Assistant, or Personal Assistant is required.

Compensation & Benefits:

  • Salary Range: $65,000 - $75,000 per year

Benefits:

  • Health and Dental Insurance
  • Matching 401(k)

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