Executive Assistant, Newport Beach

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.