Office Administrative Assistant

3 days ago

Westlake Village, United States People Architects Full time

People Architects is excited to partner with a Westlake Village, California based client seeking their newest member, an Office and Finance Administrative Assistant, to join their team


As the Office/Finance Assistant, you will perform diverse duties and administrative functions requiring confidentiality, initiative and sound decision-making. This role requires a proactive, adaptable, and professional individual who can seamlessly handle a variety of tasks, from general office duties to more specialized financial support.


Responsibilities:

  • Manage complex calendars and schedule meetings.
  • Answer and direct phone calls in a professional manner.
  • Meet and greet clients and visitors.
  • Order office supplies and maintain inventory.
  • Prepare meeting rooms for meetings, including setting up refreshments.
  • Detailed filing physical and digital documents as well as organize and maintaining financial records.
  • Keep the kitchen clean, wash dishes as needed.
  • Manage and coordinate with office building management as needed.
  • Assist with basic financial tasks, such as data entry and spreadsheet formatting.
  • Help with tax planning and calendar management.
  • Interact with brokers and insurance providers to complete applications and gather information.
  • Assist with the preparation of financial reports, as needed.
  • Run software and facilitate weekly team meetings.
  • Coordinate and oversee third-party IT to ensure systems are up-to-date and glitches are resolved and find solutions to improve IT setup (e.g., better TV for Zoom, better camera for Zoom).


Qualifications (Required and Preferred)

  • Integrity, transparency, and honesty.
  • Ability to maintain confidentiality, and exercise discretion at all times.
  • Strong professional presence, polished and refined; a consummate professional.
  • Ability to navigate ambiguity.
  • Ability to manage multiple projects, and deliver a high‐quality.
  • Bachelor's degree or equivalent experience.
  • Strong organizational and time management skills.
  • Proficiency in Microsoft Office Suite, especially Excel.
  • Excellent communication and interpersonal skills.
  • Ability to multitask and prioritize tasks effectively.
  • Detail-oriented with a high degree of accuracy.
  • A positive and proactive attitude.
  • Willingness to learn and adapt to new tasks and technologies.
  • Ability to quickly process information
  • Experience in a family office or wealth management firm.
  • Basic understanding of financial concepts and terminology.


We are committed to a diverse and inclusive workplace. People Architect and our clients are equal opportunity employers and do not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status. Applicants for employment with any of People Architect’s clients will ever be asked to provide money (even if reimbursable) as part of the job application or hiring process.


*no external agencies/3rd parties.

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