Administrative Assistant

We are currently seeking an Administrative Assistant to join our team in Newport Beach, CA. We have opportunities to support our Client Management, Global Wealth Management, and Portfolio Management businesses. This position offers a unique opportunity to gain insight into various areas of the firm, collaborate with diverse teams, and contribute to our commitment to exceptional client service.

In this role, you will thrive as a resourceful self-starter in a fast-paced environment that demands professionalism, organization, and attention to detail.  You will serve as a trusted partner to your immediate team and contribute to our team support model, providing comprehensive support to the entire organization and backup support as needed.  Your responsibilities will include managing executives' calendars, scheduling and coordinating meetings, and ensuring smooth communication between leaders and internal/external stakeholders. You will also handle travel arrangements, process expense reports, and assist in planning client events, managing all logistical elements to create a seamless experience.

Location

Newport Beach, CA

Responsibilities

The key responsibilities include, but are not limited to:

Administrative Support

• Provide comprehensive administrative support, acting as a proactive gatekeeper to maximize executives' time and contribute to efficient team operations.

• Serve as the main point of contact for internal and external communications, prioritizing phone calls, emails, and mail.

• Assist with general administrative duties, including phone coverage, copying, distributing mail, and supporting ad-hoc projects and group events.

Calendar & Meeting Management

• Proactively manage and prioritize executives’ calendars, scheduling internal and external meetings efficiently.

• Manage daily calendars for multiple executives, showcasing flexibility and problem-solving skills to adjust and prioritize schedules in response to last-minute changes.

• Arrange and reserve conference rooms, catering, audio/video, and other essential services for meetings and conferences, coordinating logistics for both onsite and offsite events.

Travel & Expense Management

• Book travel arrangements (primarily domestic) and manage complex itineraries, including flights, accommodations, ground transportation, and visas, while adhering to firm policies.

• Process expense reporting with precision and timeliness.

Client & Event Management

• Organize client meetings and internal events, including venue selection, catering, and logistics management to create a seamless experience (e.g., Global Client Meetings, Due Diligence Meetings, Roadshows, Board Meetings, Department Onsites).

• Order and coordinate monthly client anniversary gifts, reinforcing our commitment to client relationships.

• Update and maintain client information and activities in CRM/Perform, ensuring data integrity and compliance standards for client meals, gifts, and entertainment.

Communication & Relationship Management

• Build strong business relationships with executives and administrative staff, ensuring smooth communication between leaders and internal/external stakeholders.

Research & Documentation

• Draft, proofread, and edit business documents, including memos, reports, presentations, and emails, ensuring accuracy and clarity.

• Conduct research, gather data, and prepare reports and presentations to support decision-making processes.

Team Collaboration & Development

• Collaborate with the Admin team to ensure backup coverage and provide ad hoc support for other Account Managers as needed.

• Drive key team activities and events, such as all-hands meetings, team meetings, and social events.

• Coordinate mid-year and year-end conversations between associates and their managers, fostering open communication and development.

• Manage the onboarding process for new employees and consultants, including coordinating seating, equipment, announcements, and access.

Proactive Engagement

• Actively engage with the executive's direct report team to ensure alignment of priorities and open communication paths.

• Keep leaders informed of upcoming commitments and responsibilities, anticipating their needs in advance of meetings.

• Optimize leaders' schedules by managing conflicting priorities and minimizing time conflicts while displaying discretion in handling highly confidential information and addressing unexpected situations.

Position Requirements

Experience and Education

• Minimum of five years of administrative experience, with a proven track record of supporting multiple senior executives or management teams.

• Two-year college degree preferred but not required.

Technical Skills

• Intermediate to advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, and Outlook).

• Demonstrated working knowledge of core policies and procedures, including Travel, Calendaring, Client Meetings, Expenses, and tools like Zoom, Box, Slack, Concur, Navan, Condeco, Catering, Visitors Portals, and Service Now.

Organizational & Time Management Skills

• Excellent organizational, time-management, and multitasking skills with strong attention to detail.

• Ability to maintain composure under pressure and effectively manage high-stress situations.

• Strong capability to reprioritize tasks as business needs change.

Communication Skills

• Strong written and verbal communication skills, including superior telephone etiquette and effective email composition.

• High ethical standards with the ability to handle confidential information professionally.

Interpersonal & Soft Skills

• Ability to work independently, take initiative, and collaborate effectively with team members.

• Proactive mindset with a sense of urgency, anticipating needs to support executives.

• Strong prioritization, client focus, solutions-oriented approach, and follow-through skills.

• Flexibility and adaptability to changing priorities and demands.

• Self-starter with a strong aptitude for learning and exercising good judgment in various situations.

Critical Success Factors

The successful candidate will have demonstrated a consistent and proven track record in the following key areas:

Client Focus

• Strong focus on understanding and meeting client needs while fostering and nurturing positive relationships with clients and stakeholders, ensuring high levels of client satisfaction.

Effective Communication

• Strong written and verbal communication skills, ensuring clear interactions and effective engagement with diverse audiences.

Attention to Detail

• Exhibits accuracy and timeliness across all core functions—such as travel, calendaring, meeting coordination, expenses, and phone coverage—ensuring the delivery of individual goals while supporting team priorities.

• Meticulous in handling logistics, documentation, and communication with professionalism.