Executive Assistant, Internal Operations

Executive Assistant, Long Beach

The Executive Assistant supports day-to-day operations of the Long Beach office and provides administrative support to C-suite executives and the corporate operations team. This role keeps the office running smoothly and supports senior leadership, regularly exercising discretion and independent judgment on matters of significance.

Key Responsibilities

Executive and Operations Team Support

• Manage calendars and scheduling for C-suite executives and the corporate operations team, independently prioritizing requests, resolving conflicts, and rescheduling based on shifting executive priorities and business impact
• Book domestic and occasional international travel, constructing itineraries, selecting vendors, and making cost and logistics decisions within company guidelines
• Review, prepare, and submit expense reports, identifying coding, policy, or documentation issues and determining appropriate resolution before submission
• Coordinate and route invoices for approval; research discrepancies, determine the appropriate resolution path, and escalate when warranted
• Prepare and complete forms; determine required approvers, sequence routing, and follow up to obtain required signatures
• Handle confidential executive, legal, personnel, and investor information, exercising judgment on what may be shared, with whom, and in what form

Meetings, Hospitality, and Team Support

• Support office and executive meetings, anticipating needs, determining setup and materials required, and coordinating resources (food and beverages, room setup, materials, and onsite assistance) to ensure meetings run effectively
• Coordinate monthly office lunches and occasional team events
• Provide general support across offices, including scanning, filing, and document organization

Communications and Documents

• Draft, proofread, edit, and format professional business communications on behalf of executives, exercising independent judgment on tone, content, audience, and timing
• Create PowerPoint presentations and other materials, organize content and select formats appropriate to audience and purpose
• Maintain organized contact lists, digital files, and document archives
• Coordinate tax return signature collection and upload and file investor K-1s and projections

Office Operations and Facilities

• Greet and assist guests, vendors, and visitors in a professional manner
• Coordinate incoming and outgoing mail, packages, and couriers
• Manage conference room scheduling and readiness, including setup, cleanup, hospitality, and basic meeting technology support
• Manage and maintain cleanliness, organization, and readiness of shared spaces (kitchen, mail room, storage, and conference rooms)
• Manage office equipment and conference room technology; coordinate maintenance and vendor support
• Maintain office supply inventory and proactively restock

Additional Duties

• Provide cross-functional administrative support and assist with special projects as assigned
• Regularly exercise discretion and independent judgment on matters of significance in the course of supporting executives and office operations, including when to escalate, whom to involve, and how to resolve competing demands

Required Skills and Qualifications

• Strong organizational skills with the ability to manage competing priorities and deadlines
• Excellent written, verbal, and interpersonal communication skills
• High attention to detail with strong follow-through and ability to work independently
• Service-oriented mindset with a professional, polished presence when interacting with executives, guests, and clients
• Proven ability to regularly exercise discretion and independent judgment in supporting senior leadership, including prioritization of executive time, handling of confidential matters, and resolution of operational issues without day-to-day direction
• Flexible, collaborative, and adaptable in a fast-paced environment

Technical Proficiency

• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
• Preferred: familiarity with Concur, Yardi, CoStar, and Canva
• Comfortable learning and supporting new technology platforms

Education and Other Requirements

• Associate or bachelor’s degree preferred
• 5+ years of office coordination or administrative support experience
• In-person position based in the Long Beach office; consistent on-site presence require