Administrative Assistant​/Office Manager

Job Summary

Mercer Advisors is seeking an Administrative Operations Lead / Office Manager to head office operations, administration, communications, and facility management for a high‑profile financial services firm located in Encino, California.

The role includes managing the Managing Partner’s communications and calendar, supervising office staff, overseeing office events and systems, ensuring a clean, safe, and compliant workplace, and supporting firm‑wide initiatives. It reports to the Chief Operations Officer and collaborates with Partners and all firm teams.

• Serve as Administrative Assistant to the Managing Partner.
• Support the Managing Partner in scheduling and prioritizing a complex calendar.
• Anticipate, plan, and prepare for upcoming meetings, events, and other calendar commitments.
• Assist in creating and editing documents and presentations for the Managing Partner.
• Process the Managing Partner’s expenses and time reporting.
• Respond to all communications on behalf of the Managing Partner (email, telephone, etc.).
• Greet visitors and provide backup support for office reception; manage way finding, travel logistics and communication routing.
• Answer phones and respond to client requests and inquiries.
• Schedule meetings, generate agendas, and manage peripheral details.
• Organize events, schedule meetings, and make travel arrangements as needed.
• Provide administrative support to other departments or projects as required.

• Support special projects and track progress toward company goals.
• Maintain mailroom and reception operations, supervise staff, and provide training and corrective action when necessary.
• Manage and update databases as needed.
• Track inventory and order supplies.
• Develop, review, and improve administrative systems, policies, and procedures.
• Work with accounting, internal controls, and the management team to process deposits, set budgets, monitor spending, and process payroll and other expenses.
• Engage in educational opportunities to build new and expand existing skills.

• Support brand awareness and reputation management.
• Prepare, edit, and format documents (memos, letters, presentations) for the firm.
• Draft and mail customer correspondence and newsletters.
• Plan and promote office events, including meetings, conferences, orientations, and training sessions; create and assemble event materials.
• Manage content, including the firm website.
• Maintain and distribute electronic newsletters and mass emails; manage distribution lists.
• Compile, distribute, and track reports, brochures, invitations, and other communications with external parties.
• Manage or oversee all social advertising campaigns.

• Maintain a clean, safe, and well‑organized workspace; ensure OSHA, EDD, and other regulatory compliance.
• Ensure office supplies are stocked and equipment is functional and properly maintained.
• Coordinate with Facility Management for maintenance, parking, and occupancy protocols; handle maintenance issues.
• Collect, organize, and store information using computers and filing systems.
• Manage maintenance of office and facility equipment.
• Perform other duties as assigned.

• Pristine organizational skills with a bias toward efficiency.
• Genuine passion for serving others and natural relationship building.
• Excellent judgment, poise, and professionalism; represent the firm to external parties.
• Keen ability to work independently, take initiative, and collaborate with teams.
• Natural problem‑solver with a bias to action.
• Superior time management; capable of reprioritizing tasks amid changing needs.
• Appreciates and brings a high level of detail to tasks.
• Anticipatory with a bias toward process analysis and innovative thinking.
• Enjoys communications, event planning, and social media projects.
• Demonstrates winning social customer service techniques such as empathy, patience, advocacy, and conflict resolution.

• Bachelor’s degree in business administration, management, or related field.
• 2+ years of experience in a similar position or field such as management or financial reporting.
• Strong…