Office & Executive Support Assistant

The Office & Executive Support Assistant provides day-to-day office operations and executive administrative support for the Los Angeles office. This role serves as the primary onsite resource for front desk coverage, workplace readiness, facilities and vendor coordination, meeting and hospitality support, and assigned executive administrative needs.

The position supports designated senior executives with calendar management, meeting coordination, administrative documentation, expense reporting, and delegated travel needs while independently managing established office procedures and escalating significant operational or executive matters to the Executive Business Partner.

· Provide continuous onsite front desk and reception coverage Monday through Friday and maintain a professional, welcoming office environment.

· Coordinate visitor check-in, building access, parking validation, mail, packages, deliveries, and routine employee office needs.

· Maintain daily office readiness, including reception, conference rooms, kitchen and shared spaces, supplies, coffee service, and end-of-day resets.

· Monitor office and storage supplies and proactively coordinate replenishment, organization, and inventory needs.

· Maintain established office procedures, documentation, vendor information, and operational resources.

· Provide administrative support to designated senior executives and leaders based on organizational needs and assigned areas of responsibility.

· Manage assigned executive calendars, schedule internal and external meetings, coordinate conference rooms and virtual meetings, and support meeting logistics.

· Prepare and submit assigned executive expense reports and maintain appropriate supporting documentation.

· Assist with delegated travel arrangements and other assigned executive administrative needs.

· Prepare, print, assemble, and distribute presentations, agendas, reports, Board materials, binders, meeting packets, and other executive documentation.

· Maintain spreadsheets, trackers, calendars, files, and other administrative records.

Facilities, Vendors & Building Coordination

· Serve as the day-to-day administrative contact for routine Los Angeles office facilities and building needs.

· Maintain relationships with property management, building security, engineering, janitorial teams, and recurring office vendors.

· Coordinate maintenance requests, vendor visits, building access, office repairs, equipment service, furniture needs, and routine workplace improvements.

· Track requests through completion and escalate significant facilities, vendor, contractual, or financial matters as appropriate.

· Maintain conference room readiness, including room setup, supplies, meeting materials, and basic technology checks.

· Coordinate catering, coffee, refreshments, and hospitality for executive meetings, Board meetings, visitors, employee events, and other office needs.

· Support Los Angeles office and executive events, including invitations, room scheduling, catering, materials, vendor access, setup, and breakdown.

· Support operational projects and workplace initiatives assigned by the Executive Business Partner.

· Crosstrain and provide day-to-day task direction to administrative support personnel, including Health Scholar support, on front desk and office procedures as needed.

· Support administrative coverage planning and provide backup support for designated executive functions.

· Provide occasional weekend onsite support when scheduled for office maintenance, vendor, facilities, or other operational needs.

· Independently manage routine responsibilities within established procedures and delegated authority, escalating strategic or significant operational matters as appropriate.

This position is primarily focused on Los Angeles office operations and administrative support for designated senior executives and leaders. Executive support assignments may evolve based on organizational needs and business priorities.

· Bachelor's degree preferred or equivalent combination of education and relevant experience.

· 3–5 years of experience in executive administration, office management, administrative coordination, workplace operations, hospitality, or a related field preferred.

· Experience supporting senior executives and independently coordinating day-to-day office operations.

· Strong organizational, prioritization, follow-through, and time-management skills.

· Excellent written, verbal, interpersonal, and customer-service skills.

· Strong attention to detail, professionalism, discretion, and sound judgment.

· Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.

· Ability to develop effective working relationships with executives, employees, vendors, building personnel, and visitors.

· Ability to handle confidential executive and organizational information appropriately.

· Ability to work onsite Monday through Friday and provide reliable office coverage during established business hours.