Office Manager

Position: Office Manager

Location: 10250 Constellation Blvd., Los Angeles, CA 90067

• 100% onsite (5 days/week)

Hours: 8:00 AM – 4:00 PM or 9:00 AM – 5:00 PM

Contract Length: 12‑month contract with potential extensions

Start Date: April 13

Pay Rate: $40-50/hour

Qualifications:

• 3-5 years of office or executive management experience
• Strong experience with billing and invoicing
• Proven ability to support senior executives with professionalism and discretion
• High level of comfort handling confidential information
• Proficiency with:
• Microsoft Teams
• Microsoft Office Suite (Excel, Outlook, Word)
• Email and phone monitoring

Qualifications:

• Banking or financial services industry experience
• Advanced experience with expense reporting and calendar management

Role Overview:

Our client is seeking an Executive Office Manager to provide senior‑level administrative and operational support to five senior leaders within U.S. Wealth Management. This role requires strong executive presence, discretion, and the ability to manage office operations, administrative staff, and sensitive information in a fast‑paced environment.

Key Responsibilities

• Provide senior‑level administrative and operational support to one or more senior executives and their direct reports
• Manage calendars, schedule meetings, book conference rooms, and coordinate resources to ensure seamless meeting execution
• Monitor executive email inboxes and central phone lines; respond to, resolve, or appropriately escalate inquiries
• Lead planning and coordination of department meetings and events
• Process invoices, billing, and vendor payments in accordance with internal guidelines
• Prepare, submit, and track departmental expense reports and budgets
• Identify and recommend process improvements and cost‑saving opportunities
• Build strong relationships with internal and external stakeholders
• Oversee administrative processes, reception best practices, and ensure consistent adoption across the office
• Supervise and support administrative staff, including workload coordination and day‑to‑day oversight
• Track staff vacations, absences, overtime, and availability in alignment with divisional guidelines
• Maintain organized filing systems and ensure documentation is accurate and readily accessible
• Support internal communications, including drafting, editing, and distributing correspondence and presentations
• Coordinate office logistics, including onboarding/offboarding, relocations, space planning, and vendor coordination
• Manage office supplies, inventory, and ordering
• Assist with travel arrangements as needed (flights, hotels, logistics)
• Support training coordination and scheduling for staff
• Resolve escalated administrative or operational issues independently using sound judgment