Domestic Employment Agency Los Angeles

Document Management Specialist/Office Manager(Los Angeles/San Francisco, CA)

A high-performance and dynamic team is seeking a
professional, detailed, and self-motivated Document Management Specialist/Office Manager who will organize and maintain physical and virtual workspaces for its multi-family office.  This role is expected to anticipate needs, issues, and must work collaboratively and effectively with all team members. We are a high-performance, solution-oriented team.  This role is based in West Hollywood but will require travel to the San Francisco office on a monthly basis.
Duties include, but not limited to:
  • Organize annual end-of-year celebration dinner along with Chief of Staff
  • Maintain shared Gdocs and Gsheets
  • Document management and maintenance such as policy and procedure handbook, NDAs, Contact database, etc.
  • Manage end-of-year vendor gifting; creative gift ideas, tracking, shipping etc…
  • Assist with new hire on-boarding as well as employee off-boarding
  • On-boarding documentation upkeep
  • Order office supplies as needed
  • Maintain family office employee calendar
  • Mail management; Various P.O. Boxes, opening mail, scanning etc.
  • Liaison with office building management
  • Ensure kitchen is stocked with snacks, beverages and other supplies
  • Assist with large ticket purchases (i.e., music festivals)
  • Run errands as needed (e.g., ship a suitcase to destination, shopping)
This is a full-time position:
  • M-F
  • Great benefits, including top-level Medical, Dental, and Vision plans
  • 401 k matching
Skills and requirements:
  • 4+ years’ experience as a Personal Assistant, Executive Assistant, Office Manager or similar role
  • Tech-savvy and fluent in Mac OS, Google Apps I Calendar I Drive I Sheets I Docs and mobile technologies
  • Paralegal is a plus
  • Must pass a rigorous background and credit report check
  • Skills/knowledge-based testing required
  • Notary or willingness to become a notary
  • Must have meticulous attention-to-detail and be highly-organized
  • Team player who is comfortable with ambiguity
  • Professional and personable with excellent people/verbal communication skills
  • Self-motivated; must work well independently and be self-directed
  • Must take a proactive and anticipatory approach; predict what could wrong and plan appropriately
  • Strong written skills; able to professionally represent family office in all written communications
  • Strong follow-up and follow-through
  • Flexible and adaptable, available to work on-call and able to respond to emergencies