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Executive Assistant/Office Manager, Full Time

Rancho Santa Margarita, CA
(Location move to Irvine 1st quarter 2023)

Department: Administration

Kairos Investment Management Company (KIMC) is seeking an experienced, reliable, and task-oriented Executive Assistant/Office Manager. The Executive Assistant/Office Manager will work directly with the President, Chief Financial Officer, and Senior Executive Assistant to the CEO and will be responsible for performing several office administration duties. 

The ideal candidate is extremely organized, disciplined and responsible. They must be committed to getting things done with a strong sense of urgency in a fast-paced environment, while maintaining a positive and professional demeanor. The Executive Assistant/Office Manager will be responsible for coordinating, preparing and managing projects/assignments with C-level executives and Senior Executive Assistant as well as developing intra-office communications, streamlining office administration procedures, maintaining inventory control and facilitating task delegation. 

Responsibilities:

  • Coordinating and assisting in the preparation of meetings, appointments, conference calls, video conferences, events and travel for the C-level executives
  • Booking transportation and accommodations for the C-level executives
  • Preparing expense reports for the C-level executives
  • Managing the Company’s American Express Corporate Credit Card program and incorporating it with Concur for travel/expense report purposes
  • Preparing monthly expense allocation reports to the Accounting Department
  • Implementing and maintaining office administration procedures/systems
  • Maintaining inventory and ordering office supplies
  • Providing oversight of office conditions, housekeeping and overall office operations
  • Supervising the maintenance and alterations of office areas and equipment
  • Interfacing with building management and office supply vendors
  • Planning and facilitating special events throughout the year
  • Assisting with various marketing activities, as needed
  • Other duties as assigned by management

Qualifications:

  • 3+ years of Executive Assistant/Office Manager experience preferred
  • Proficient in Microsoft Office and Adobe suite; Concur and CRM experience is a plus
  • Polished and professional written and oral communication skills, especially when interacting with internal team members and external parties
  • Must have excellent judgment and be a resourceful and independent thinker
  • Extraordinary organizational skills and attention to detail, with a strong drive to get things done and follow up as needed
  • Exceptional time management skills and ability to multitask, prioritize projects and delegate tasks as needed
  • Ability to work well under pressure and adapt to shifting priorities
  • Must demonstrate a high degree of integrity, confidentiality and discretion

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