Administrative Assistant

We are looking for a highly organized Administrative Assistant to support a Managing Director and contribute to the day-to-day needs of private equity firm in Santa Monica. This permanent opportunity is ideal for someone who thrives in a fast-paced environment, balances multiple priorities with accuracy, and takes pride in delivering strong administrative support. The role combines executive coordination, expense management, document preparation, and office operations while partnering with internal teams on a range of business initiatives. This role requires you to be onsite daily and this firm offers career advancement. Bachelor's degree is required.

Responsibilities:

• Provide day-to-day administrative assistance to a Managing Director, ensuring priorities are handled efficiently and effectively.
• Manage complex calendars, arrange meetings, confirm schedules, and proactively address conflicts or last-minute changes.
• Prepare, track, and reconcile detailed expense activity, including receipt collection and reimbursement processing for corporate card usage.
• Oversee monthly expense report follow-up in Concur, working with employees to resolve incomplete submissions and required corrections.
• Draft, format, review, and refine documents and presentations while coordinating printing and final production of business materials.
• Maintain office readiness by ordering supplies and meals, stocking shared spaces, and keeping conference rooms organized and presentable.
• Coordinate facility-related needs by submitting building service requests and following through on maintenance items as needed.
• Assist with corporate entity setup tasks such as securing tax identification numbers, preparing required tax forms, and supporting bank account documentation.
• Partner with legal, compliance, tax, accounting, investment professionals, and outside counsel to gather and share information tied to entity and corporate support activities.
• Contribute to special assignments and provide administrative support across additional projects as business needs evolve.
• Previous experience in an administrative support role within a structured office environment.
• Strong ability to manage calendars, schedule appointments, and handle shifting priorities with attention to detail.
• Experience processing expenses, tracking documentation, and supporting reimbursement workflows.
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint for daily communication and document preparation.
• Clear written and verbal communication skills, including effective email correspondence and internal coordination.
• Comfortable performing data entry and general office support tasks with accuracy and consistency.
• Customer service mindset with the ability to interact effectively with employees, vendors, and external contacts.
• Ability to learn business documentation and support processes related to entity formation and corporate administrative activities.