Office Administration & Assistant

Position Summary

Guggenheim Investments is hiring administrative support for our Santa Monica office. The Office Assistant is responsible for day to day management of the conference rooms and guest seats, office supply management, visitor security and employee ID badges, pantry management, event support, premises assistance, and senior leadership support as needed.

The role is required to be in office 5 days per week.

Responsibilities

Key Responsibilities:

• Support of internal and external meetings including registering guests, preparation/clean-up of beverage and catering service, preparation of meeting materials, etc.
• Assist with onsite or offsite Events as assigned.
• Assist with security badges, parking, office meal program, and general staff inquiries.
• Partner with the Office Administration Manager, HR, and IT to help facilitate moves, hires, and terminations.
• Oversee daily maintenance of the facility and promptly report/resolve facilities related issues or requests.
• Provide high-level administrative support to business leads including copying, scanning, faxing, drafting correspondence and assisting with travel arrangements as needed.
• Support requests of Managing Partners and business leads.
• Serve as a liaison with the building management and the Office Administration Manager to support scheduling of vendor work, building access, and COIs.
• Support facilities projects including office improvements, reconfigurations, and special projects as assigned.
• Assist in the response of facilities related issues such as power outages, leaks, HVAC issues, etc.
• Scheduling, coordination, and supervision of vendor work.
• Order, stock, and maintain pantry snacks, beverages, machines, and storage closets.
• Maintain appearance of reception lobby, conference rooms, breakout rooms, pantries, and restrooms.
• Other administrative or facilities related duties as assigned.
  
  

Qualifications

Basic Qualifications

• Bachelor’s degree
• Proficiency in Microsoft Office including Outlook and PowerPoint
• In-office role, 5 days a week and routinely work from our Santa Monica office
  
  

Preferred Qualifications

• Ability to effectively communicate and collaborate with diverse personalities in all levels of management, as well as outside vendors and clients.
• Ability to be successful in a deadline driven environment while still maintaining strict attention to detail and proper prioritization.
• In-office 5 days a week.
• Must be available for overtime and weekends as necessary.
• Must be able to perform physical tasks that include but are not limited to lifting up to 40 pounds, ascending a latter, furniture moving, painting, etc.
  
  

Salary Range

Annual base salary between

$63,000.00-$70,000.00

The base salary range represents the low and high end of the anticipated base salary range for this position. Actual base salaries may vary depending on factors such as location and experience. The range listed reflects base salary only, and the total compensation package may include other components such as incentive compensation.