Administrative Assistant

Job title: Administrative Assistant

About the Role We are seeking a highly organized Administrative Assistant to support a Managing Director at a private equity firm in Santa Monica. This onsite role offers a fast-paced environment, cross-functional collaboration, and opportunities for career advancement. You will handle executive coordination, expense management, document preparation, and office operations as part of a team delivering strong administrative support.

What You'll Do

• 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.

What We're Looking For

• Bachelor's degree is required.
• Previous experience in an administrative support role within a structured office environment.
• Strong calendar management and the ability to prioritize shifting workloads with attention to detail.
• Experience processing expenses, tracking documentation, and supporting reimbursement workflows.
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Clear written and verbal communication skills and effective internal coordination.
• Comfortable with data entry and general office support tasks.
• Customer service mindset and ability to interact with employees, vendors, and external contacts.
• Ability to learn business documentation and support processes related to entity formation and corporate administrative activities.

Compensation & Benefits

• Salary: 60000 - 75000 USD per year.
• Benefits include medical, vision, dental, life and disability insurance; access to 401(k) plan.