Office Administrator with personal duties - ASAP

We're looking for an upbeat, organized, and resourceful Office Administrator & Personal Assistant to join our team and support the Executive Team, while keeping our office running smoothly.

This role is perfect for someone who loves wearing many hats, thrives in a dynamic environment, and enjoys creating a warm, welcoming atmosphere for everyone who walks through the door. You'll be the go-to person for both executive support and front-office operations - from managing busy calendars and coordinating travel to planning office celebrations and keeping things running seamlessly behind the scenes.

• Manage and coordinate both personal and business calendars for a c-level executive.

• Organize meetings, events, and conference calls.

• Review and prioritize incoming emails, highlighting what's important and keeping things organized.

• Draft, proof, and edit professional correspondence and reports.

• Arrange travel plans - from flights and hotels to restaurant reservations - business and personal.

• Process expense reports and manage reimbursements with accuracy.

• Handle confidential records and documents with professionalism and discretion.

• Assist with special projects and family initiatives, including managing the Montana home and supporting guests or staff as needed.

• Plan personal and office gatherings (yes, the fun stuff too - birthdays, holidays, and events!).
  

• Be the friendly, professional face of the office - greeting visitors, answering calls, and ensuring everyone feels welcome.

• Keep the office running smoothly - managing mail, invoices, supplies, and vendor coordination.

• Oversee the Mail and A/P Inbox , scan and upload invoices into Yardi , and support check processing.

• Keep the space stocked, tidy, and festive (holiday decorating is part of the fun!).

• Help onboard new employees - from setting up phones and keys to making sure they feel at home on day one.

• Maintain digital and physical filing systems, including company records and legal documents.

• Manage SharePoint and Teams channels to keep everyone organized and connected.

• Coordinate with building management for maintenance, repairs, and vendor services.
  

• A natural people person - approachable, friendly, and professional.

• 4-5 years of experience supporting senior executives or managing office operations.

• Strong organizational, communication, and multitasking skills.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with Yardi(perferred) , QuickBooks , and Teams/SharePoint is a plus.

• A proactive problem-solver who anticipates needs and gets things done.

• Comfortable managing confidential information with integrity and discretion.

• Interest in leveraging AI tools to simplify and streamline work.

• Bachelor's degree preferred.

• California Notary Public (or open to obtaining one).

• Willing to travel occasionally (approx. 10%) for personal assistant duties.
  

You'll work closely with a thoughtful, down-to-earth executive team that values trust, collaboration, and positivity. Every day brings a mix of structure and spontaneity - from helping coordinate key business meetings to adding personal touches that make the office feel like home.

If you're someone who finds joy in helping others, staying two steps ahead, and creating a workplace people love to come to - this role was made for you.
Looking to hire ASAP. If this sounds like you, please send your resume ASAP
no relocation offered
This role is fully in office, with some travel to the home office
$65-80,0000