Internal Operations - Executive Assistant

Ensemble•Long Beach, CA

1d•Onsite

About The Position

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.

Requirements

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
Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
5+ years of office coordination or administrative support experience
In-person position based in the Long Beach office; consistent on-site presence require

Nice To Haves

Familiarity with Concur, Yardi, CoStar, and Canva
Comfortable learning and supporting new technology platforms

Responsibilities

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
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
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
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
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