Administrative Assistant

About Us: Syncbrokerage is a technology-enabled brokerage firm located in Encino, CA (17404 Ventura Blvd, Suite 110). With a team of approximately 25 employees, we deliver data-driven services and solutions supporting clients and internal stakeholders. More information is available at https://syncbrokerage.com.

Position summary: The Administrative Assistant provides professional administrative and operational support to company leadership and staff, ensuring efficient office operations, accurate record keeping, and effective client and vendor communications. This role requires strong organization, discretion, and the ability to manage multiple priorities in a small-company environment.

Responsibilities:

• Serve as primary point of contact for front-desk activities, including greeting visitors and managing incoming phone and email communications.
• Manage executive and team calendars; schedule and coordinate internal and external meetings, conference calls, and video conferences.
• Prepare, format, proofread, and distribute correspondence, reports, presentations, and meeting materials.
• Maintain and organize physical and electronic filing systems to ensure up-to-date and accessible records.
• Coordinate office supplies, equipment maintenance, and relationships with vendors and service providers.
• Process and track expense reports, invoices, and basic accounts payable tasks in accordance with company procedures.
• Assist with onboarding logistics for new hires, including workspace preparation, account setup coordination, and orientation scheduling.
• Take and distribute meeting minutes, follow up on action items, and maintain tracking lists as directed.
• Support ad hoc projects and departmental tasks, collaborating with colleagues across the company to meet deadlines.
• Handle confidential information with discretion and maintain professional standards of conduct.

Requirements:

• High school diploma or equivalent required; Associate degree or higher in business administration or a related field preferred.
• Minimum of 1–3 years of administrative or office support experience, preferably in a professional services, brokerage, or small-company setting.
• Proficiency with Microsoft Office suite (Outlook, Word, Excel, PowerPoint); familiarity with Google Workspace and common collaboration tools preferred.
• Strong verbal and written communication skills and professional phone etiquette.
• Excellent organizational skills, attention to detail, and the ability to prioritize multiple tasks under deadlines.
• Basic bookkeeping or expense-processing experience and comfort working with financial documents preferred.
• Demonstrated ability to exercise discretion and maintain confidentiality.
• Positive, service-oriented attitude with the ability to work independently and as part of a small team.
• Reliable transportation to Syncbrokerage’s Encino office as the role is office-based.

Preferred qualifications (nice-to-have):

• Experience with CRM systems (e.g., Salesforce, HubSpot) or accounting platforms (e.g., QuickBooks).
• Bilingual skills or additional language proficiency.
• Prior experience supporting C-level executives.

Benefits:

• Competitive compensation and benefits; specific details will be provided during the hiring process.
• Work environment at Syncbrokerage’s Encino office with opportunities to collaborate across small teams.
• Opportunities for professional development and cross-functional exposure within a growing organization.