Administrative Operations Lead/Office Manager

Job Summary:

We are a team of comprehensive financial services professionals headquartered in Encino, California. With two distinct companies under one roof, a business management multi-family office and an investment advisory firm, we are able to provide one-stop, seamlessly coordinated financial services such as business management, tax preparation and planning, accounting and bookkeeping, wealth management and financial planning. For more than 45 years, our Firm has been providing peace of mind and financial well-being to high profile creative talent.

We are seeking a perceptive, multifaceted professional to join our team as an Administrative Operations Lead / Office Manager.  The dynamic professional, having prior management experience, will oversee office operations, administration, communications, and facility management functions. A successful applicant will be trustworthy, professional, analytical, detail-oriented, computer savvy, organized and service oriented.  Influencing through servant leadership, a premier Administrative Operations Lead will understand the importance of their role as a cultural ambassador for the Singer Burke brand.  In this capacity, the Administrative Operations Lead should champion and communicate the firm’s brand in a positive, authentic way that will deliver an exceptional experience for our staff, clients, and visitors. To succeed as an Office Manager, you must be focused on ensuring that the Firm’s offices and workspaces are pristine, organized, healthy, safe, and sanitized. 

Through effective execution of wide-ranging and multi-faceted operational duties, this position also is responsible for planning administrative procedures, managing schedules and deadlines, monitoring costs and expenses, supervising office activities, and maintaining inventory of office supplies. Thus, the ideal candidate has demonstrated knowledge of office operations, analytical thinking, problem solving, multitasking, leadership, and computer competencies.  The position is full-time and reports to the Chief Operations Officer.  This functions of the role serve our “matrixed” structure, meaning that although the position is part of the Operations and Administration team, the responsibilities of the role will require the Administrative Operations Lead/ Office Manager to not only work closely with the Partners and all teams across the firm, but to specifically to support the administrative and reporting needs of the Managing Partner.

Essential Job Functions for this role include:

Administration Duties:

• Serving as Administrative Assistant to the Managing Partner
• Support the Managing Partner in scheduling and prioritizing a complex calendar comprised of varied and frequently shifting commitments
• Anticipate, plan, and support the Managing Partner for upcoming meetings, events, and other calendar commitments
• Support the Managing Partner in creating and editing documents and presentations
• Process Managing Partner’s expenses and time reporting 
• Provide support in responding to all communications for the Managing Partner (email, telephone, etc.)
• Client/Visitor Management: Greet visitors and provide back up support for office reception; providing wayfinding and other travel logistics, directing communications, etc.
• Answering phones and responding to client requests and inquiries
• Scheduling meetings, generating agendas, and managing peripheral details as needed
• Organizing events, scheduling meetings, and making travel arrangements as needed
•  Providing administrative support to other departments or projects as needed

Operations Duties:

• Supporting special projects and tracking progress towards company goals
• Maintaining mailroom and reception operations; Supervising day-to-day operations of the mailroom and reception department staff members; Guiding, directing, training, and evaluating staff, taking corrective action when necessary
• Managing and updating databases as needed
• Keeping track of inventory and ordering supplies
• Developing, reviewing, and improving administrative systems, policies, and procedures
• Working with accounting, internal controls and management team to process deposits, set budgets, monitor spending, and processing payroll and other expenses
• Building new and expanding existing skills by engaging in educational opportunities

Communication & Engagement Duties:

• Reputation management.  Support the development of brand awareness; maintain Firm branding
• Prepare, edit, and format documents (memos, letters, presentations, etc.) to support the Firm
• Drafting and mailing customer correspondence and newsletters
• Planning and promoting office events, including meetings, conferences, interviews, orientations, and training sessions. Support, create, develop, and assemble event, meeting, and conference materials 
• Content management (including website)
• Manage and distribute all electronic newsletters and mass emails for the Firm; Maintain all distribution and email lists for the organization 
• Compile, distribute and track reports, brochures, invitations, and other communications with external parties
• Manage or oversee all social advertising campaigns

Office Manager Duties:

• Maintaining a clean, safe, well organized workspace for staff, visitors, and Partners; ensuring OSHA, EDD and other regulatory compliance
• Ensuring office is stocked with necessary supplies and all equipment is working and properly maintained
• Coordinating with Facility Management to ensure compliance with office maintenance, parking and other use and occupancy protocols; handling maintenance issues as needed
• Collecting, organizing, and storing information using computers/technology and filing systems
• Managing the maintenance of office and facility equipment
• Performing other duties as assigned

Knowledge, Skills, and Abilities:

• Pristine organizational skills with a bias towards efficiency
• Genuine passion for serving others and is a natural relationship builder
• Excellent judgment, poise, and professionalism; able to represent the Firm, Partners and Leaders to clients, visitors, and other external parties
• Keen ability to work independently, show initiative, and take ownership while understanding the importance of collaboration & teaming
• Natural problem solver with a bias to action
• Practices superior time management. Able to re-prioritize tasks and support teams based on frequently changing needs and move forward even when faced with ambiguity
• Appreciates and enjoys bringing a high level of detail to tasks
• Anticipatory with a bias towards process analysis and innovative thinking
• Enjoys communications, event planning and social media projects
• Demonstrates winning Social Customer Service techniques such as empathy, patience, advocacy, and conflict resolution

Qualification Requirements:

• Bachelor’s degree in business administration, management, or related field
• 2+ years of experience in a similar position or field such as management or financial reporting, preferred.
• Strong organizational and administrative skills
• Detail-oriented with strong analytical and problem solving, critical thinking, coaching, interpersonal, and verbal and written communication skills
• Exceptional leadership and time, task, and resource management skill.
• Proficiency in Microsoft Office and data management software. Experience with TEAMS is preferred.
• Ability to plan for and keep track of multiple projects and deadlines
• Familiarity with budget planning and enforcement, human resources, and customer service procedures
• Displays in-depth knowledge and understanding of social media platforms, their respective participants (Facebook, Twitter, Instagram, YouTube, Pinterest etc.)
• Willingness to continue building skills through education opportunities

Work Schedule:

This professional role requires availability during standard business hours of Monday through Friday from 8AM to 5PM.  At times, the role may have early or late hours to meet business tasks and deadlines for external and internal client needs.    

All roles classified as a non-exempt are required to record working time into the timekeeping system daily at the start and end of each workday plus a 30-minute unpaid lunch period.

Working Conditions:

This position may be in a professional office environment or a dedicated home office workspace which is free of interruptions.  Whether position is in a dedicated office space or home office workspace, basic technology needs will be provided to satisfy position requirements.  Routinely sitting and standing for periods of time. No heavy lifting over 10 lbs.