Receptionist / Administrative Assistant
Confidential client
Full Time
California, Santa Monica
Posted 1 week ago
As the Receptionist in Los Angeles for a small, senior team at a financial services firm, you will be the first point of contact for clients and investors and the person who keeps the office running smoothly. You will work alongside the office’s senior executive assistant, get exposure to a bicoastal team, and have room to take on more as the Los Angeles team grows.
Role at a glance
- This is a full-time, on-site Receptionist / Administrative Assistant role in Los Angeles, CA, in the office Monday through Friday.
- The Receptionist / Administrative Assistant supports about five people at a financial services firm, including a Partner and three Managing Directors.
- The position combines front-desk reception and office management with calendar, travel and expense support.
- Candidates need a bachelor’s degree and 1 to 3 years of administrative assistant experience, with financial industry experience a plus.
- Strong Microsoft Office skills, especially Outlook, are required, and familiarity with Concur is a plus.
- The Receptionist / Administrative Assistant covers East Coast phone lines during Pacific Time afternoons and works closely with a New York-based operations team.
- Groupe Insearch is managing this search on behalf of the hiring company.
Small, senior team
Growing Los Angeles office
Client and investor exposure
Receptionist / Administrative Assistant key responsibilities
Reception and guest experience
- Greet guests, show them to meetings and offer refreshments, escorting them up to the office when building security is away.
- Answer the main reception line, take messages and direct inquiries to the right internal department, including afternoon Pacific Time coverage of East Coast phone lines.
- Manage the conference room schedule and set up video conferencing and presentations for meetings.
- Order and set up catering in the office and clean up after meetings.
- Handle printing and binding as needed or for meetings.
Office management
- Order groceries for the pantry and keep it stocked and tidy.
- Order office supplies such as paper, ink and toner, keep the supply room orderly and keep printers loaded.
- Help arrange general office maintenance, such as periodic window and rug cleanings.
- Manage parking validations and team parking spots.
- Work with the senior executive assistant to help oversee office management, keeping a strong line of communication with the New York operations team (HR, Legal and Accounting).
Administrative support
- Support about five team members in Los Angeles: a Partner, three Managing Directors, visiting global team members, and a growing junior team and interns when applicable.
- Manage phones and messages as a professional point of contact for clients and investors.
- Handle scheduling and calendar management.
- Book domestic and international travel, coordinating with the travel agency, and process business visas when needed.
- Process expenses promptly and in line with company policy through Concur.
- Take on ad hoc projects, adapt as the team expands, and fill in for other assistants during vacation or sick coverage.