Administrative Assistant

We are seeking an energetic and proactive Administrative Assistant for a Financial Investment firm based in Aliso Viejo, CA. You will have the opportunity to work in a newly renovated and upscale office environment with an onsite chef that provides catered lunches!

*NOTE* : This position is fully onsite 5-days a week in Aliso Viejo, CA (NO remote or hybrid options available)

Responsibilities:

Front Office & Communication

• Serve as the primary point of contact by professionally greeting guests, answering, screening, and routing incoming calls, and managing accurate message-taking.
• Receive, sort, and distribute incoming mail and packages; prepare and send outgoing shipments via FedEx.

Office & Facilities Management

• Maintain full stock of kitchen supplies, refrigerators, and snack stations across both office floors on a daily basis.
• Manage kitchen sanitation, including the loading, running, and unloading of dishwashers.
• Oversee office and kitchen supply inventory to ensure reorders are placed proactively.
• Assist with daily company-provided lunch, including complete setup and post-lunch cleanup.
• Maintain tidiness in the kitchens and common areas.

Administrative & Financial Support

• Provide ad-hoc administrative support to management as needed.
• Perform general administrative tasks, including physical and digital filing, data entry, and spreadsheet management.
• Collect and upload financial receipts for the Accounting department.
• Assist with scanning, uploading, and following up on death certificates.
• Assist with employee engagement and recognition programs, including milestone cards and birthday desk decorations.
• Perform miscellaneous administrative duties as business needs require.

Physical Requirements

Note: This position requires a higher level of physical activity than a traditional desk job. Candidates must be comfortable on their feet for extended periods and capable of performing the following physical tasks:

• Managing a multi-level office environment, which includes frequently walking up and down stairs between two floors.
• Reaching, bending, and stocking items within upper and lower kitchen and supply cabinets.
• Lifting, carrying, and maneuvering bankers' boxes containing files and policies weighing up to 20 lbs.

Candidate Qualifications & Soft Skills

• Professional Demeanor: Friendly, approachable, and able to project a positive company image to clients, visitors, and staff.
• Communication: Excellent verbal and written communication skills across all organizational levels.
• Autonomy: A self-starter who demonstrates effective critical thinking, works independently with minimal oversight, and takes initiative.
• Executive Presence: The poise and confidence required to interact professionally and effectively with C-level executives.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.