Executive Assistant / Office Manager

Newport Beach, California 

About the Opportunity

We are partnering with a growing private equity and wealth management firm in Newport Beach to identify an Executive Assistant / Office Manager who thrives in a dynamic, entrepreneurial environment. This is a highly visible role supporting senior leadership while also serving as the operational heartbeat of the office.

The ideal candidate is polished, proactive, organized, and energized by variety. This person will help executives stay on track, ensure the office runs smoothly, coordinate client-facing events, and create a professional, welcoming experience for clients, tenants, and visitors alike.

This is not a “sit behind a desk and answer phones” role. We are looking for someone who takes ownership, anticipates needs, and enjoys being the person who keeps everything moving.

What You’ll Do

Executive Support

• Manage complex calendars, scheduling, and meeting coordination for senior leadership
• Coordinate travel arrangements, itineraries, and expense management
• Help executives prioritize commitments, track deliverables, and stay organized in a fast-paced environment
• Prepare presentations, reports, correspondence, and meeting materials
• Handle confidential information with professionalism and discretion

Office & Facility Management

• Oversee day-to-day office operations to ensure a polished and efficient workplace
• Coordinate office vendors, building maintenance, repairs, supplies, and service providers
• Serve as a primary point of contact for office-related needs involving tenants, visitors, and vendors
• Manage conference rooms, office logistics, inventory, mail, shipping, and general workplace organization
• Help maintain a professional, hospitality-driven office environment that reflects the firm’s brand and culture

Client Experience & Event Coordination

• Coordinate client appreciation events, executive dinners, networking events, and office gatherings
• Assist with event logistics including invitations, communications, catering, venue coordination, and follow-up
• Support client communications and help ensure a high-touch service experience
• Welcome clients and guests with professionalism and warmth

Administrative & Operational Support

• Assist with special projects and operational initiatives as the company continues to grow
• Support internal communications and organizational coordination
• Jump in where needed — flexibility and adaptability are essential in this environment

What We’re Looking For

• Prior experience as an Executive Assistant, Office Manager, Operations Coordinator, or similar role
• Experience in financial services, private equity, real estate, professional services, or another fast-paced business environment is preferred
• Strong organizational skills with exceptional attention to detail
• Ability to multitask and shift priorities quickly
• Strong communication and interpersonal skills
• High sense of urgency and ownership mentality
• Professional presence with a hospitality-oriented mindset
• Entrepreneurial attitude and comfort working in a growing organization
• Proficiency with Microsoft Office, Outlook, and standard business systems

Personality Fit

This role is ideal for someone who:

• Enjoys being the go-to person in the office
• Naturally takes initiative and solves problems independently
• Brings positive energy and professionalism to every interaction
• Likes balancing executive support with operational responsibilities
• Thrives in fast-moving environments where no two days are the same
• Understands the importance of discretion, responsiveness, and follow-through

Compensation & Environment

• Competitive compensation package based on experience
• Newport Beach office location
• Collaborative, entrepreneurial culture with exposure to senior leadership
• Opportunity to play a meaningful role in a growing organization’s success

If you are highly organized, service-oriented, and energized by helping executives and offices operate at a high level, we would love to hear from you.