Administrative Assistant_PE firm

Job Summary

We are seeking a dynamic and highly organized Administrative Assistant to support our professional engineering firm specializing in private equity investments. This vital role involves managing daily administrative operations, providing exceptional customer service, and ensuring smooth office functioning. The ideal candidate will be proactive, detail\-oriented, and possess excellent communication skills to handle a variety of clerical and office management tasks efficiently. This paid position offers an exciting opportunity to be an integral part of a fast\-paced, growth\-oriented environment where your organizational skills and positive attitude will make a meaningful impact.

Responsibilities

• Serve as the first point of contact at the front desk, greeting visitors and directing them appropriately with professional phone etiquette.
• Manage multi\-line phone systems, screen calls, take messages, and transfer calls accurately.
• Maintain organized filing systems, including electronic data entry, document proofreading, and record keeping using tools like Microsoft Office and Google Workspace.
• Handle calendar management for team members, scheduling meetings, appointments, and conference calls with precision.
• Support bookkeeping activities using QuickBooks or similar accounting software to assist with invoicing, expense tracking, and basic financial recordkeeping.
• Assist with office management duties such as ordering supplies, maintaining office equipment, and coordinating maintenance requests.
• Provide customer support by responding promptly to inquiries via phone or email and ensuring excellent service at all times.
• Perform clerical tasks including data entry, proofreading documents for accuracy, and organizing files for easy retrieval.
• Support personal assistant functions as needed, including travel arrangements or special project coordination related to the firm’s operations.
• Maintain professionalism in all interactions while demonstrating strong organizational skills and time management to meet deadlines efficiently.

Experience

• Previous office experience in a professional environment is required; experience within a real estate or private equity firm is a plus.
• Proven clerical experience with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace tools.
• Familiarity with multi\-line phone systems and front desk procedures is essential.
• Bilingual abilities are highly desirable to serve diverse clients and team members effectively.
• Demonstrated organizational skills with the ability to manage multiple priorities simultaneously while maintaining attention to detail.
• Experience with bookkeeping software such as QuickBooks or similar platforms is preferred.
• Strong communication skills—both verbal and written—are necessary for effective customer service and internal collaboration.
• Knowledge of medical or dental receptionist duties or personal assistant experience will be considered advantageous but not mandatory. This role offers an engaging environment where your administrative expertise will support our firm's success while providing opportunities for professional growth. If you thrive in fast\-paced settings and enjoy helping teams operate seamlessly, we look forward to welcoming you aboard!

Pay: From $50\.00 per hour

Work Location: Hybrid remote in Santa Monica, CA 90403