Administrative / Office Assistant
Encino, CA
Full Time
Mid Level
Why Work at GWO?
At Gettleson, Witzer & O’Connor, we combine the best of both worlds—traditional values and cutting-edge innovation. Our team is dedicated to delivering high-quality, personalized business management services to a diverse and prestigious client base. We prioritize the financial well-being of our clients while leveraging the latest technology in a secure, modern environment. If you're looking to join a firm that values excellence, collaboration, and forward-thinking solutions, GWO is the place to grow your career.
Summary of Position
The Office Admin serves as the first point of contact for guests and clients, ensuring a professional and welcoming environment—they are the face of the company. This role supports daily office operations by managing communications, handling mail and packages, maintaining office and kitchen supplies, and assisting with administrative tasks. Timeliness, organization, and attention to detail are essential.
Essential Duties (Other duties may be assigned as needed)
Front Desk & Communication
At Gettleson, Witzer & O’Connor, we combine the best of both worlds—traditional values and cutting-edge innovation. Our team is dedicated to delivering high-quality, personalized business management services to a diverse and prestigious client base. We prioritize the financial well-being of our clients while leveraging the latest technology in a secure, modern environment. If you're looking to join a firm that values excellence, collaboration, and forward-thinking solutions, GWO is the place to grow your career.
Summary of Position
The Office Admin serves as the first point of contact for guests and clients, ensuring a professional and welcoming environment—they are the face of the company. This role supports daily office operations by managing communications, handling mail and packages, maintaining office and kitchen supplies, and assisting with administrative tasks. Timeliness, organization, and attention to detail are essential.
Essential Duties (Other duties may be assigned as needed)
Front Desk & Communication
- Arrive by 8:30 AM to begin the day.
- Greet and direct guests; promptly notify staff of arrivals.
- Answer and screen calls on the main office and partner lines.
- Send daily “Out of Office” email by 8:45 AM.
- Monitor emails, voicemails, and Teams for OOTO updates.
- Receive, log, open, stamp, scan, and distribute all incoming mail and packages.
- Notify staff of package deliveries and appointments.
- Handle checks: log, scan, stamp, and deposit or hold as directed.
- Maintain logs for client checks, insurance checks, and deposits.
- Maintain cleanliness of the lobby, conference rooms, and office furniture after events.
- Stock kitchen and coffee stations twice daily to ensure availability.
- Manage office supply inventory and submit weekly orders to Executive Assistants.
- Organize the server room and storage areas; break down boxes.
- Maintain and update internal contact and client lists.
- Manage conference room bookings via shared calendar.
- Assist with Paychex packages and client screeners.
- Support scanning, postage, and e-deposit tasks.
- Serve as backup for Tax Admin and scanning duties.
- Handle mail for former clients and update logs accordingly.
- Print mailing labels and assist with check handling.
- Wash and put away dishes left in the kitchen.
- Assist with restocking snacks and supplies in the office.
- Ability to sit or stand for extended periods.
- Must be able to reach, bend, stoop, and lift up to 50 pounds.
- Clear and distinct verbal communication required.
- Must be able to operate standard office equipment (computer, calculator, phone, copier).
- Comfortable working in a fast-paced environment.
- Minimum 3 years’ experience as a receptionist with progressive responsibility.
- Excellent typing, oral, and written communication skills.
- Proficient in Microsoft Word, Excel, and other office software.
- Strong interpersonal skills and professional demeanor.
- Ability to multi-task and manage time effectively in a dynamic setting.
Total Rewards & Benefits
- Competitive Hourly Rate ($25-27)
- Eligible for Overtime
- Medical, dental, and vision insurance (100% Employer Paid on Base Plans)
- Life, STD, LTD and AD&D (Employer Sponsored)
- 401(k) Available
- Paid vacation, holidays, and sick leave
- Professional development opportunities
- Supportive, team-oriented culture
- Upward mobility within the firm
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