Executive Assistant-Office Manager

Ultimate Staffing is looking for an exceptional Executive Assistant-Office Manager with a positive, proactive attitude that can manage a variety of personal and professional tasks for company principals. This role is full time, and IN OFFICE.

The Executive Assistant & Office Manager for our established, family owned and operated commercial real estate investment and management company with a track record of success located in Newport Beach, CA. The position reports directly to the company owners. Duties will require exceptional executive assistance to the company principals and manage the administrative functions of our office.

Responsibilities will include:
Office Manager responsibilities:

 Greet visitors, answer phones, and manage front desk duties
 Handle incoming/outgoing mail and shipments
 Manage office supplies, equipment, and vendor relationships
 Maintain office and conference room calendars
 Ensure the office is organized, stocked, and always running smoothly
 Provide administrative support to the staff if needed
 Prepare checklists, logs, spreadsheets, and maintain operational documentation
 Reconcile monthly office credit card statement
 Maintain filing systems and assist with document archiving
 Perform basic IT troubleshooting and coordination with IT services vendor
 Conduct research and assist with rollouts of new software, tools, and office equipment
 Website maintenance and web host provider liaison
 Provide current news and stock reports for public companies in portfolio
 Coordinate office events, team activities, and holiday party
 Manage holiday cards and gifts
 Onboarding/offboarding staff members

Executive Assistant responsibilities:

 Provide business and personal support to the President and Founder (anticipating needs, gatekeeping, escalating the right issues)
 Prepare/edit/proof emails, correspondence, documents, and forms
 Maintain organized and up-to-date files, contacts, and records
 Manage calendars, schedule/coordinate meetings and conferences, and anticipate upcoming needs
 Handle all travel arrangements (flights, hotels, ground transportation, itineraries)
 Research and compile information for property acquisitions
 Assist with special projects, ad hoc tasks, and personal errands

Desired Skills and Qualifications:

 Experience managing both business and personal tasks for senior executives
 Well-versed in office administration and executive support (small company tenure helpful)
 Strong communication skills with excellent grammar, writing, and proofreading abilities
 Microsoft Office 365 proficiency (Outlook, Word, Excel, Teams, SharePoint/OneDrive), Acrobat Pro
 IT/AI savvy, basic IT troubleshooting and interacting with IT service provider
 Solid background in scheduling, travel coordination and event planning
 High degree of professionalism, discretion, and confidentiality
 Extremely organized, attention to detail, prioritize and manage time effectively, self-starter, problem solver, customer service attitude
 Notary Public certification (not required)

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.