{"schemaVersion":"jobsearcher.job.v1","id":"88ebf468d8762741a5c5ccd9","url":"https://jobsearcher.com/jobs/88ebf468d8762741a5c5ccd9","canonicalUrl":"https://jobsearcher.com/jobs/88ebf468d8762741a5c5ccd9","title":"Executive Assistant, Internal Operations","description":"Executive Assistant, Long BeachThe Executive Assistant supports day-to-day operations of the Long Beach office and provides administrative support to C-suite executives and the corporate operations team. This role keeps the office running smoothly and supports senior leadership, regularly exercising discretion and independent judgment on matters of significance.Key ResponsibilitiesExecutive and Operations Team SupportManage calendars and scheduling for C-suite executives and the corporate operations team, independently prioritizing requests, resolving conflicts, and rescheduling based on shifting executive priorities and business impactBook domestic and occasional international travel, constructing itineraries, selecting vendors, and making cost and logistics decisions within company guidelinesReview, prepare, and submit expense reports, identifying coding, policy, or documentation issues and determining appropriate resolution before submissionCoordinate and route invoices for approval; research discrepancies, determine the appropriate resolution path, and escalate when warrantedPrepare and complete forms; determine required approvers, sequence routing, and follow up to obtain required signaturesHandle confidential executive, legal, personnel, and investor information, exercising judgment on what may be shared, with whom, and in what formMeetings, Hospitality, and Team SupportSupport office and executive meetings, anticipating needs, determining setup and materials required, and coordinating resources (food and beverages, room setup, materials, and onsite assistance) to ensure meetings run effectivelyCoordinate monthly office lunches and occasional team eventsProvide general support across offices, including scanning, filing, and document organizationCommunications and DocumentsDraft, proofread, edit, and format professional business communications on behalf of executives, exercising independent judgment on tone, content, audience, and timingCreate PowerPoint presentations and other materials, organize content and select formats appropriate to audience and purposeMaintain organized contact lists, digital files, and document archivesCoordinate tax return signature collection and upload and file investor K-1s and projectionsOffice Operations and FacilitiesGreet and assist guests, vendors, and visitors in a professional mannerCoordinate incoming and outgoing mail, packages, and couriersManage conference room scheduling and readiness, including setup, cleanup, hospitality, and basic meeting technology supportManage and maintain cleanliness, organization, and readiness of shared spaces (kitchen, mail room, storage, and conference rooms)Manage office equipment and conference room technology; coordinate maintenance and vendor supportMaintain office supply inventory and proactively restockAdditional DutiesProvide cross-functional administrative support and assist with special projects as assignedRegularly exercise discretion and independent judgment on matters of significance in the course of supporting executives and office operations, including when to escalate, whom to involve, and how to resolve competing demandsRequired Skills and QualificationsStrong organizational skills with the ability to manage competing priorities and deadlinesExcellent written, verbal, and interpersonal communication skillsHigh attention to detail with strong follow-through and ability to work independentlyService-oriented mindset with a professional, polished presence when interacting with executives, guests, and clientsProven ability to regularly exercise discretion and independent judgment in supporting senior leadership, including prioritization of executive time, handling of confidential matters, and resolution of operational issues without day-to-day directionFlexible, collaborative, and adaptable in a fast-paced environmentTechnical ProficiencyProficiency in Microsoft Outlook, Word, Excel, and PowerPointPreferred: familiarity with Concur, Yardi, CoStar, and CanvaComfortable learning and supporting new technology platformsEducation and Other RequirementsAssociate or bachelor’s degree preferred5+ years of office coordination or administrative support experienceIn-person position based in the Long Beach office; consistent on-site presence requireSalary range: $75,000 - $85,000","company":"Ensemble","rawCompany":"ensemble","city":"Long Beach","state":"CA","isRemote":false,"isActive":false,"createdAt":"2026-05-28T13:11:00.802Z","occupations":[{"code":"43-6014.00","title":"Secretaries and Administrative Assistants, Except Legal, Medical, and Executive","slug":"secretaries-and-administrative-assistants-except-legal-medical-and-executive"},{"code":"43-6011.00","title":"Executive Secretaries and Executive Administrative Assistants","slug":"executive-secretaries-and-executive-administrative-assistants"},{"code":"43-9199.00","title":"Office and Administrative Support Workers, All Other","slug":"office-and-administrative-support-workers-all-other"}],"industries":[{"code":"551114","title":"Corporate, Subsidiary, and Regional Managing Offices","slug":"corporate-subsidiary-and-regional-managing-offices"},{"code":"921110","title":"Executive Offices","slug":"executive-offices"},{"code":"561110","title":"Office Administrative Services","slug":"office-administrative-services"}],"jobPosting":{"@context":"https://schema.org","@type":"JobPosting","title":"Executive Assistant, Internal Operations","description":"Executive Assistant, Long BeachThe Executive Assistant supports day-to-day operations of the Long Beach office and provides administrative support to C-suite executives and the corporate operations team. This role keeps the office running smoothly and supports senior leadership, regularly exercising discretion and independent judgment on matters of significance.Key ResponsibilitiesExecutive and Operations Team SupportManage calendars and scheduling for C-suite executives and the corporate operations team, independently prioritizing requests, resolving conflicts, and rescheduling based on shifting executive priorities and business impactBook domestic and occasional international travel, constructing itineraries, selecting vendors, and making cost and logistics decisions within company guidelinesReview, prepare, and submit expense reports, identifying coding, policy, or documentation issues and determining appropriate resolution before submissionCoordinate and route invoices for approval; research discrepancies, determine the appropriate resolution path, and escalate when warrantedPrepare and complete forms; determine required approvers, sequence routing, and follow up to obtain required signaturesHandle confidential executive, legal, personnel, and investor information, exercising judgment on what may be shared, with whom, and in what formMeetings, Hospitality, and Team SupportSupport office and executive meetings, anticipating needs, determining setup and materials required, and coordinating resources (food and beverages, room setup, materials, and onsite assistance) to ensure meetings run effectivelyCoordinate monthly office lunches and occasional team eventsProvide general support across offices, including scanning, filing, and document organizationCommunications and DocumentsDraft, proofread, edit, and format professional business communications on behalf of executives, exercising independent judgment on tone, content, audience, and timingCreate PowerPoint presentations and other materials, organize content and select formats appropriate to audience and purposeMaintain organized contact lists, digital files, and document archivesCoordinate tax return signature collection and upload and file investor K-1s and projectionsOffice Operations and FacilitiesGreet and assist guests, vendors, and visitors in a professional mannerCoordinate incoming and outgoing mail, packages, and couriersManage conference room scheduling and readiness, including setup, cleanup, hospitality, and basic meeting technology supportManage and maintain cleanliness, organization, and readiness of shared spaces (kitchen, mail room, storage, and conference rooms)Manage office equipment and conference room technology; coordinate maintenance and vendor supportMaintain office supply inventory and proactively restockAdditional DutiesProvide cross-functional administrative support and assist with special projects as assignedRegularly exercise discretion and independent judgment on matters of significance in the course of supporting executives and office operations, including when to escalate, whom to involve, and how to resolve competing demandsRequired Skills and QualificationsStrong organizational skills with the ability to manage competing priorities and deadlinesExcellent written, verbal, and interpersonal communication skillsHigh attention to detail with strong follow-through and ability to work independentlyService-oriented mindset with a professional, polished presence when interacting with executives, guests, and clientsProven ability to regularly exercise discretion and independent judgment in supporting senior leadership, including prioritization of executive time, handling of confidential matters, and resolution of operational issues without day-to-day directionFlexible, collaborative, and adaptable in a fast-paced environmentTechnical ProficiencyProficiency in Microsoft Outlook, Word, Excel, and PowerPointPreferred: familiarity with Concur, Yardi, CoStar, and CanvaComfortable learning and supporting new technology platformsEducation and Other RequirementsAssociate or bachelor’s degree preferred5+ years of office coordination or administrative support experienceIn-person position based in the Long Beach office; consistent on-site presence requireSalary range: $75,000 - $85,000","datePosted":"2026-05-28T13:11:00.802Z","dateModified":"2026-05-28T13:11:00.802Z","hiringOrganization":{"@type":"Organization","name":"Ensemble","sameAs":"https://jobsearcher.com"},"jobLocation":{"@type":"Place","address":{"@type":"PostalAddress","addressLocality":"Long Beach","addressRegion":"CA","addressCountry":"US"}},"identifier":{"@type":"PropertyValue","name":"JobSearcher","value":"88ebf468d8762741a5c5ccd9"},"url":"https://jobsearcher.com/jobs/88ebf468d8762741a5c5ccd9"}}