What are the responsibilities and job description for the Office Assistant position at Balmoral Funds?
We are seeking an organized, proactive, and resourceful office assistant to join our collaborative team in Los Angeles.
This is an excellent opportunity for someone who enjoys taking ownership, thrives in a fast-paced environment, and takes pride in helping an office run smoothly. You'll play a key role in supporting several members of our investment team while assisting with executive support, calendar management, meeting and travel coordination, office operations, event planning, and a variety of special projects.
The ideal candidate is confident, adaptable, and enjoys solving problems. You communicate professionally, take initiative, and can effectively manage multiple priorities while maintaining exceptional attention to detail. No two days are exactly alike, so we're looking for someone who enjoys variety, is comfortable shifting priorities, and likes being a key part of a collaborative team.
We're not necessarily looking for someone with multiple years of experience. Instead, we're looking for someone who has had the opportunity to perform many of the core responsibilities of this role and is eager to continue growing their administrative career in a professional, team-oriented environment.
If you're dependable, resourceful, enjoy working with people, and take pride in delivering exceptional administrative support, we'd love to hear from you.
What You'll Do
Executive & Administrative Support
- Manage complex calendars for multiple executives
- Coordinate meetings, conference calls, and Board meetings
- Arrange domestic and international travel and detailed itineraries
- Prepare expense reports
- Assist with presentations, meeting materials, and follow-up
- Prioritize competing requests while maintaining exceptional attention to detail
Office Operations
- Welcome clients and visitors
- Coordinate office vendors and building management
- Order and maintain office and kitchen supplies
- Receive mail and deliveries
- Coordinate catering and meeting logistics
- Maintain visitor access and office security procedures
What We're Looking For
The ideal candidate is someone who:
- Is proactive and enjoys taking initiative
- Is comfortable making decisions and solving problems independently
- Can confidently support multiple executives and balance competing priorities
- Thrives in a fast-paced environment where no two days are the same
- Is adaptable and enjoys wearing multiple hats
- Has outstanding organizational and time management skills
- Has excellent written and verbal communication skills
- Is polished, professional, and service-oriented
- Is dependable and follows through on commitments
- Maintains discretion when handling confidential information
- Has a positive attitude and enjoys being part of a collaborative team
Qualifications
- Experience in an administrative, office coordinator, executive assistant, office assistant, operations, or similar role supporting multiple team members
- Experience managing calendars and coordinating meetings
- Experience booking travel and coordinating logistics
- Proficiency in Microsoft Office (especially Outlook, Word, Excel, and PowerPoint)