Executive Assistant

Our client, a boutique real estate development firm is seeking a personable Executive Assistant to support two high-level executives.

Job Title: Executive Assistant

Salary Range: $80,000 - $120,000

Location: Manhattan Beach, Onsite 5x per week

Hours: 8:30 am - 5:30 pm

Position Title: Executive Assistant

Essential Duties and Responsibilities:

• Provide comprehensive administrative support, including scheduling meetings, appointments, and events, booking travel arrangements, coordinating food delivery when necessary, managing both electronic and paper filing systems, and handling mailing and shipping tasks.
• Assist managers with the distribution of documents, memos, and correspondence, circulate items for signatures and approvals, and provide support for key business initiatives as needed.
• Support the accounting department by recording routine transactions, submitting expense reports, and assisting with general financial activities.
• Organize and update vendor invoices and contracts, manage accounts receivable and payable, handle wire payments, and process bank deposits.
• Assist in generating financial statements, as well as month-end and year-end account reconciliations.
• Record journal entries for various wire transfers, ACH transactions, and manual payments.
• Collaborate with the development team to ensure accurate invoice coding and verify approval on all check requests and invoices.
• Maintain necessary vendor records for 1099 reporting and assist in generating 1099 forms.
• Prepare reports, correspondence, and other documents to support daily business operations.
• Update and maintain internal reports as requested by management.
• Handle sensitive and confidential information with discretion.
• Enhance office efficiency by maintaining common areas, organizing procedures, handling correspondence, managing filing systems, and overseeing office supplies and equipment.
• Track project timelines and budgets, ensuring timely completion.
• Provide general administrative support and complete projects as assigned.

Qualifications:

• 2+ years of experience as an executive assistant or in a similar administrative role.
• Strong organizational skills with attention to detail, and the ability to manage multiple tasks and priorities effectively.
• Proficient in macOS, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and QuickBooks, with the ability to learn new software and systems as needed.
• Familiarity with Dropbox and DocuSign is a plus.
• Excellent verbal and written communication skills.
• Ability to handle strong personalities and maintain professionalism in challenging situations.
• Dependable and flexible, with the ability to handle confidential information with the highest level of discretion.

Preferred Qualifications:

• Bachelor’s degree or equivalent experience.
• Proven success in an administrative support role.
• Engaging personality with a positive attitude and outlook.
• Familiarity with the real estate, banking, mortgage, or title industries is highly desired.

Benefits:

• Full-time position with competitive salary, commensurate with credentials and experience.
• 100% employer-paid medical insurance.
• Paid time off (PTO), including sick time and vacation days.
• Paid holidays.
• Dental and vision plans.
• Disability coverage.
• Life insurance plans.

Please submit your resume for consideration!

We will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring.