Executive Assistant Office Manager

Executive Assistant / Office & Property Manager for Lobbying Firm

West Hollywood, Los Angeles

Full-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 benefits

A 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 Responsibilities

Executive and Personal Support

Provide administrative support to three partners and the firm’s owner

Manage multiple calendars, including meetings, appointments, events, conference calls, and scheduling changes

Coordinate travel arrangements, including flights, hotels, ground transportation, reservations, itineraries, and expense reports

Prepare professional correspondence, meeting materials, presentations, and other documents

Track priorities, deadlines, and follow-up items to ensure timely completion

Process check requests, invoices, reimbursements, and other administrative paperwork

Maintain organized electronic and physical filing systems

Answer and direct incoming calls and take messages as appropriate

Handle occasional personal requests, errands, and special projects

Maintain complete confidentiality regarding clients, business matters, and personal information

Office Management and Client Experience

Ensure the office remains polished, organized, fully stocked, functional, and ready for meetings at all times

Serve as a welcoming and professional point of contact for clients, guests, executives, and visitors

Coordinate conference-room preparation, catering, guest arrivals, mail, deliveries, and other daily workplace needs

Manage office supplies, equipment, technology needs, inventory, and service providers

Serve as the primary point of contact for building management, vendors, maintenance professionals, cleaning services, and other outside providers

Coordinate repairs, maintenance requests, inspections, office access, and necessary follow-up

Maintain vendor records, service schedules, warranties, invoices, and related office documentation

Support employee, consultant, and visitor onboarding, including building and office access

Proactively identify and resolve operational issues and recommend ways to improve efficiency, organization, and the overall workplace experience

Building and Residence Oversight

Oversee the ongoing maintenance and general condition of the office building and a private residence

Coordinate vendors, repairs, routine maintenance, inspections, access needs, and improvement projects

Obtain estimates, research and present options, schedule work, and confirm that projects are completed properly and on time

Conduct regular walkthroughs and proactively identify maintenance, safety, or organizational concerns

Track service requests and communicate with landlords, tenants, building representatives, and property contacts as needed

Maintain organized records of repairs, invoices, warranties, service providers, and property-related expenses

Ensure the building and residence remain secure, functional, organized, and well maintained

Respond to occasional urgent or time-sensitive property matters with sound judgment and an appropriate sense of urgency

Qualifications

Minimum of five years of experience providing executive or administrative support and managing office operations

Previous experience in a blended Executive Assistant, Personal Assistant, Office Manager, Property Manager, Facilities Coordinator, or House Manager position

Demonstrated ability to support multiple executives or partners with competing priorities

Strong calendar-management experience using Microsoft Outlook

Experience coordinating vendors, repairs, maintenance, supplies, facilities requests, or property-related matters

Exceptional organizational skills, attention to detail, and follow-through

A proactive, resourceful approach and the ability to work confidently without close supervision

Strong judgment and the ability to anticipate needs, research solutions, and present thoughtful options

Polished and professional appearance and demeanor reflective of the firm

Excellent written and verbal communication skills

Highly discreet, trustworthy, and comfortable handling confidential information

Technologically proficient and able to learn new software, systems, and office technology

Comfortable working in a fast-paced environment with shifting priorities

Local to Los Angeles with reliable transportation

Available to work on-site Monday through Friday and provide occasional after-hours support for urgent property matters

Ability to successfully complete a criminal background check

Previous lobbying-firm, government, legislative, public-affairs, or professional-services experience is preferred

The 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.