Executive Assistant Office Manager

Executive Assistant / Office & Property Manager for Lobbying FirmWest Hollywood, Los AngelesFull-time, on-site, Monday–Friday, 8:30 a.m.–5:30 p.m., with occasional flexibility as needed$100,000–$140,000 DOE, plus discretionary bonus and comprehensive benefitsA well-established, growing lobbying firm with a multi-state presence is seeking a highly capable and self-directed Executive Assistant / Office & Property Manager for its Los Angeles office.This multifaceted position will support three partners and the firm’s owner, who travels to Los Angeles regularly, while overseeing the daily operations of the West Hollywood office, the building in which it is located, and a private residence.Because the partners are frequently out meeting with clients, the successful candidate must be comfortable working independently and taking full ownership of the office and properties. The ideal candidate notices what needs attention, acts with urgency, and resolves issues without requiring constant direction.This is an established position with existing responsibilities and systems to learn and manage. While the role is hybrid in scope—combining executive support, office management, and property oversight—it is not a remote position.Key ResponsibilitiesExecutive and Personal SupportProvide administrative support to three partners and the firm’s ownerManage multiple calendars, including meetings, appointments, events, conference calls, and scheduling changesCoordinate travel arrangements, including flights, hotels, ground transportation, reservations, itineraries, and expense reportsPrepare professional correspondence, meeting materials, presentations, and other documentsTrack priorities, deadlines, and follow-up items to ensure timely completionProcess check requests, invoices, reimbursements, and other administrative paperworkMaintain organized electronic and physical filing systemsAnswer and direct incoming calls and take messages as appropriateHandle occasional personal requests, errands, and special projectsMaintain complete confidentiality regarding clients, business matters, and personal informationOffice Management and Client ExperienceEnsure the office remains polished, organized, fully stocked, functional, and ready for meetings at all timesServe as a welcoming and professional point of contact for clients, guests, executives, and visitorsCoordinate conference-room preparation, catering, guest arrivals, mail, deliveries, and other daily workplace needsManage office supplies, equipment, technology needs, inventory, and service providersServe as the primary point of contact for building management, vendors, maintenance professionals, cleaning services, and other outside providersCoordinate repairs, maintenance requests, inspections, office access, and necessary follow-upMaintain vendor records, service schedules, warranties, invoices, and related office documentationSupport employee, consultant, and visitor onboarding, including building and office accessProactively identify and resolve operational issues and recommend ways to improve efficiency, organization, and the overall workplace experienceBuilding and Residence OversightOversee the ongoing maintenance and general condition of the office building and a private residenceCoordinate vendors, repairs, routine maintenance, inspections, access needs, and improvement projectsObtain estimates, research and present options, schedule work, and confirm that projects are completed properly and on timeConduct regular walkthroughs and proactively identify maintenance, safety, or organizational concernsTrack service requests and communicate with landlords, tenants, building representatives, and property contacts as neededMaintain organized records of repairs, invoices, warranties, service providers, and property-related expensesEnsure the building and residence remain secure, functional, organized, and well maintainedRespond to occasional urgent or time-sensitive property matters with sound judgment and an appropriate sense of urgencyQualificationsMinimum of five years of experience providing executive or administrative support and managing office operationsPrevious experience in a blended Executive Assistant, Personal Assistant, Office Manager, Property Manager, Facilities Coordinator, or House Manager positionDemonstrated ability to support multiple executives or partners with competing prioritiesStrong calendar-management experience using Microsoft OutlookExperience coordinating vendors, repairs, maintenance, supplies, facilities requests, or property-related mattersExceptional organizational skills, attention to detail, and follow-throughA proactive, resourceful approach and the ability to work confidently without close supervisionStrong judgment and the ability to anticipate needs, research solutions, and present thoughtful optionsPolished and professional appearance and demeanor reflective of the firmExcellent written and verbal communication skillsHighly discreet, trustworthy, and comfortable handling confidential informationTechnologically proficient and able to learn new software, systems, and office technologyComfortable working in a fast-paced environment with shifting prioritiesLocal to Los Angeles with reliable transportationAvailable to work on-site Monday through Friday and provide occasional after-hours support for urgent property mattersAbility to successfully complete a criminal background checkPrevious lobbying-firm, government, legislative, public-affairs, or professional-services experience is preferredThe ideal candidate is a true self-starter who takes pride in keeping people, properties, and daily operations running smoothly. This individual is equally comfortable managing a complex calendar, preparing the office for an important client meeting, coordinating a building repair, or ensuring the residence is properly maintained.They are calm, accountable, responsive, highly organized, and naturally attentive to their surroundings. Most importantly, they see what needs to be handled and take ownership of getting it done.