Experienced Administrative Support Professional for Family Office

3 weeks ago

Irvine, California, United States MAHLER PRIVATE STAFFING Full time

A prestigious family office is seeking an accomplished Administrative Support Professional to provide high-level administrative assistance to the executive team. As a key member of the team, you will be responsible for implementing requests in real-time, ensuring seamless day-to-day operations. This role involves a diverse array of administrative and operational duties, requiring proficiency in scheduling, calendar management, policy execution, research, data analysis, database management, task and project management, event coordination, and basic financial literacy. You will work closely with the Executive Administrative team, Philanthropy team, Accounting team, principal, and president to ensure these functions are performed within a confidential environment.

This is an excellent opportunity for a highly organized, self-motivated individual who is passionate about delivering exceptional results. The ideal candidate is a team player with excellent communication and interpersonal skills, able to maintain the highest levels of confidentiality when dealing with sensitive matters. If you are a proactive self-starter with a desire to show initiative, this role may be the perfect fit.

JOB SUMMARY

  • Provide a wide range of support to the Executive Administrative team, Philanthropy team, Accounting team, principal, and president.
  • Perform general office duties such as filing, data entry, managing correspondence, and document preparation.
  • Assist in scheduling and coordinating meetings, appointments, and other travel arrangements when needed.
  • Provide administrative support for a private collection including managing appraisals/acquisition/disposition records, auditing and maintaining of databases, tracking payments and refunds, and updating insurance policies.
  • Assist with event coordination for the principal and family.
  • Provide support to the Estate Manager with various household errands when needed.
  • Successfully complete critical aspects of deliverables with a hands-on approach.
  • Prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
  • Drive efficiency and continuous improvement in all tasks.
  • Produce documents (PowerPoint, Excel, Word, etc.) with a level of polish suitable for executive review. Demonstrate the ability to take information and concepts and translate them into professional-level documents.
  • Handle confidential material relevant to the principal's office.
  • Work closely and effectively with all departments within the Family Office.
  • Adhere to code of conduct and all compliance policies and acts as a role model in such situations.
  • Perform additional duties as needed.

QUALIFICATIONS

  • A minimum of three years' experience performing increasingly complex and highly responsible office and administrative/secretarial support work of which at least two years involved administrative support to a C-suite executive or Principal/CEO.
  • Bachelor's degree or some college coursework in accounting, administrative, and personnel management, and data processing preferred.
  • Proficiency in MS Office Suite.
  • Strong computer and internet research skills.
  • Excellent interpersonal and communication skills.
  • Discreet; able to maintain the highest levels of confidentiality when dealing with sensitive matters.
  • Organized and efficient, with an eye for detail.
  • Proactive self-starter, with a desire to show initiative.
  • Poised and professional.
  • Flexible and willing to pitch in with additional tasks.
  • Long-term intent.

SCHEDULE

Generally, a Monday - Friday schedule, 9:00 am to 5:00 pm. Occasional event support after hours or on weekends.

COMPENSATION

An excellent compensation package that includes medical/dental/vision, PTO, personal days, and paid holidays. Annual compensation of $70,000 to $80,000 commensurate with experience.

HOW TO APPLY

Please apply at www.mahlermatch.com for consideration. Qualified applicants will be contacted.

OUR COMPANY

Mahler Private Staffing works with America's leading families to find experienced private domestic staffing professionals for their homes and family offices. We take a personalized approach and work to get to know our candidates as well as we know our clients, so we can make lasting, long-term placements.

NOTICE

Due to the overwhelming number of applicants, we regret that we are unable to provide individual responses. Rest assured that selected candidates will be personally contacted for further consideration. We would like to emphasize that there are no fees associated with the application process for applicants.

  • Administrative Support Specialist

    3 weeks ago

    Irvine, California, United States WOTM - Partners Professional Full time

    Job SummaryWe are seeking a highly skilled and experienced Executive Assistant to join our team at WOTM - Partners Professional. As a key member of our Professional Division, you will provide exceptional administrative support to our executives, ensuring seamless day-to-day operations and strategic initiatives.Key Responsibilities:Manage complex calendars,...

  • Office Support Specialist

    3 weeks ago

    Irvine, California, United States BUCHALTER, A PROFESSIONAL CORPORATION Full time

    Job SummaryWe are seeking an experienced Office Clerk to support our Orange County office. As an Office Clerk, you will be responsible for providing administrative support to our team, including scanning and processing legal mail, sorting and distributing incoming mail and packages, and maintaining accurate records of all incoming and outgoing mail.Key...

  • Administrative Support Specialist

    4 weeks ago

    Irvine, California, United States Evans Fears Schuttert McNulty Mickus Full time

    Administrative Assistant OpportunityEvans Fears Schuttert McNulty Mickus, a reputable trial litigation firm, is seeking an experienced Administrative Assistant to join our Irvine, California office.This full-time position requires a minimum of two years' experience working with a litigation firm. The ideal candidate will possess excellent administrative...

  • Administrative Support Specialist

    3 weeks ago

    Irvine, California, United States Human Options Full time

    Job SummaryWe are seeking an experienced Administrative Assistant to join our team at Human Options. The successful candidate will provide administrative support in tracking grants and completing grant reports, as well as provide general administrative support as assigned.Key ResponsibilitiesProvide administrative support in tracking grants and completing...

  • Administrative Professional

    3 weeks ago

    Irvine, California, United States City of Hope National Medical Center Full time

    At City of Hope National Medical Center, we're committed to delivering exceptional patient care and advancing the fight against cancer, diabetes, and other life-threatening illnesses.As a key member of our Administrative team, you'll play a vital role in supporting our Pharmacy Department's mission to provide compassionate and innovative care to our...

  • Administrative Support Specialist

    3 weeks ago

    Irvine, California, United States Cenergy International Full time

    Job Summary:Cenergy International is seeking an experienced Administrative Assistant Specialist to join our team. As an Administrative Assistant Specialist, you will provide administrative support to our team, ensuring the smooth operation of our office.Key Responsibilities:Provide administrative support to our team, including answering phones, responding to...

  • Administrative Support Specialist

    4 weeks ago

    Irvine, California, United States Hansung USA Full time

    At Hansung USA, we are seeking an experienced Administrative Support Specialist to join our team. As an Administrative Support Specialist, you will be responsible for performing accurate data input tasks, including entering product information, sales data, and customer details into our eCommerce platforms and internal databases.Key Responsibilities:Enter...

  • Executive Assistant and Office Administrator

    4 weeks ago

    Irvine, California, United States Tevora Full time

    Job Title: Executive Assistant and Office AdministratorWe are seeking a highly skilled and experienced Executive Assistant and Office Administrator to join our team at Tevora.Job Summary:The successful candidate will provide administrative support to our executive team, manage office operations, and ensure the smooth day-to-day functioning of our office.Key...

  • Administrative Support Specialist

    3 weeks ago

    Irvine, California, United States JobsRUs Full time

    Job Summary:We are seeking an experienced Administrative Assistant Specialist to join our team at JobsRUs. The successful candidate will be responsible for providing administrative support to our clients in Irvine, CA.Key Responsibilities: Operate word processing software to create documents containing financial or statistical data Enter and manipulate data...

  • Administrative Support Specialist

    4 weeks ago

    Irvine, California, United States PrideStaff Full time

    Job Title: Part-Time Office AdministratorJob Summary:We are seeking a highly organized and detail-oriented Part-Time Office Administrator to join our team at PrideStaff. As an Office Administrator, you will be responsible for overseeing the day-to-day operations of the office, managing administrative tasks, and providing support to staff members.Key...

  • Administrative Support Specialist

    3 weeks ago

    Irvine, California, United States MSCCN Full time

    Job Title: Administrative Support SpecialistAbout the Role:We are seeking a highly organized and detail-oriented Administrative Support Specialist to provide essential front desk support and ensure smooth office operations. This role involves a variety of administrative tasks to support both office personnel and outside employees.Key Responsibilities:Front...

  • Administrative Support Specialist

    3 weeks ago

    Irvine, California, United States CNA Full time

    You have a clear vision of where your career can go. At CNA, we strive to create a culture in which people know they matter and are part of something important, ensuring the abilities of all employees are used to their fullest potential. Under general supervision, performs complex administrative support on day-to-day operational matters in an operations,...

  • Administrative Support Specialist

    3 weeks ago

    Irvine, California, United States University Of California Irvine Full time

    Job SummaryUC Irvine is seeking a highly skilled Administrative Support Specialist to join our team. As a key member of our administrative staff, you will provide exceptional support to our front office team, ensuring seamless day-to-day operations.Key ResponsibilitiesProvide administrative support to the front office team, including answering phones,...

  • Administrative Support Specialist

    4 weeks ago

    Irvine, California, United States ProTec Full time

    Job Title: Administrative AssistantProTec is seeking a highly organized and detail-oriented Administrative Assistant to join our team. As an Administrative Assistant, you will provide administrative support to our managers and employees, and assist with daily office needs.Key Responsibilities:Process monthly accounts receivables, payables, and...

  • Administrative Support Specialist

    3 weeks ago

    Irvine, California, United States Better Debt Solutions Full time

    Job Title: ReceptionistLocation: Onsite in Irvine, CAEmployment Type: Full-timePay Range: $20-$26 per hour based on experience, qualifications, and skill setPosition Overview:As a Receptionist at Better Debt Solutions, you will play a crucial role in assisting with impact projects, developing your skill sets with access to cutting-edge tools and professional...

  • Administrative Support Specialist

    4 weeks ago

    Irvine, California, United States LHH Full time

    Sr. Administrative Assistant Job DescriptionAt LHH, we are seeking a highly skilled and organized Sr. Administrative Assistant to join our client's Accounting team. This is a full-time, in-office position that requires strong administrative support skills and the ability to work independently.Key Responsibilities:Manage administrative tasks, including...

  • Administrative Support Specialist

    4 weeks ago

    Irvine, California, United States Better Debt Solutions Full time

    Job SummaryBetter Debt Solutions is seeking a highly skilled and organized Receptionist to join our team. As a key member of our administrative staff, you will provide exceptional support to our executive team and ensure the smooth operation of our office.Key Responsibilities:Provide exceptional customer service to clients and visitors, ensuring a welcoming...

  • Administrative Support Specialist

    4 weeks ago

    Irvine, California, United States MSCCN Full time

    Administrative Support SpecialistWe are seeking an experienced Administrative Support Specialist to provide administrative support to our sales team in Irvine, California. The role primarily focuses on providing administrative support, including answering inbound calls, scheduling appointments, and maintaining customer records. The successful candidate will...

  • Administrative Support Specialist

    4 weeks ago

    Irvine, California, United States Cenergy International Full time

    Job SummaryAs an Administrative Assistant Specialist at Cenergy International, you will play a vital role in supporting the success of our team. Your primary responsibilities will include providing administrative support to our staff, managing office operations, and ensuring the smooth day-to-day functioning of our organization.Key Responsibilities Provide...

  • Administrative Support Specialist

    4 weeks ago

    Irvine, California, United States Ultimate Staffing Services Full time

    Job SummaryUltimate Staffing Services is seeking a highly organized and detail-oriented Administrative Support Specialist to join our dynamic team in the property management industry.This role will provide comprehensive administrative support to various departments, including leasing, maintenance, and client relations. The ideal candidate will possess...