Executive Assistant and Office Manager

Executive Assistant and Office Manager Riehl Construction Consulting, LLC Beverly Hills, CA Job Details Full-time $43 - $46 an hour 20 hours ago Benefits Health insurance Dental insurance 401(k) Paid time off 401(k) matching Qualifications Microsoft Excel Microsoft Outlook Expense management Executive administrative support Driver's License Driving Office management Full Job Description About Riehl Construction Consulting Riehl Construction Consulting is an established owner's representative and construction management firm based in Santa Monica, specializing in ultra-high-end custom residential projects ranging from $10 million to $100 million-plus across Los Angeles and Santa Barbara. Our clients are ultra-high-net-worth individuals and families. Our team of 29 includes Project Managers, Senior Project Managers, Executive Project Managers, an in-house accounting team, and our principals. About this role This is a career Executive Assistant role, not a stepping-stone position. The right person will hold this seat for years and build a deep working partnership with the Principal of the firm.

The role is broad:

you will function as Executive Assistant to the Principal, Office Manager for the firm, and operations support to multiple Project Managers and our accounting team. A portion of your work will involve scheduling and coordination for the Principal's family. You will work closely with our Managing Director, who oversees firm operations, and with our Controller on time tracking, expense management, and billing administration. The position is in-office five days a week. Who this role is for You are a career Executive Assistant. You have supported a demanding principal in entertainment, law, family office, private wealth, or a similar high-pressure environment for at least five years. You take pride in being the operational backbone of an executive's day. You have no ambition to be promoted out of the EA seat. You are organized, calm under pressure, and naturally inclined to help. You hold confidential information with discretion. You are comfortable with the personal and family scope of the role. You are looking for a long-term home. Core Responsibilities Executive support to the Principal Own and manage the Principal's Outlook calendar, including all client meetings, site visits, internal meetings, family commitments, and personal appointments. Provide a daily schedule briefing each morning by text message or phone, with reminders before appointments throughout the day. Monitor and triage the Principal's email inbox; flag items requiring action; draft responses on his behalf for review or send under his name as authorized. Coordinate site visits across Los Angeles and Santa Barbara, including communication with house managers and project teams. Set up and manage video and phone conferences with project teams, vendors, and clients. Book all business and personal travel: flights, hotels, ground transportation, including check-in and boarding pass distribution. Maintain the Principal's contact list across phone and email systems. Collect receipts and invoices, organize for the Controller's expense workflow. Log the Principal's billable hours into time tracking system daily, including job site, hours, and detailed task description. Personal and family support to the Principal Manage scheduling around the Principal's family Run occasional errands as needed (vehicle service, gift purchases for family birthdays, etc.). Office management Answer and direct incoming office phone calls. Receive deliveries and incoming mail; distribute to the appropriate team members. Maintain kitchen and supply areas in tidy, well-stocked condition; weekly refrigerator and Keurig maintenance. Order kitchen supplies, office supplies, and Riehl-branded apparel; track expenses against the office budget. Maintain the firm's phone directory and Nextiva VOIP system in coordination with our IT consultants.

Coordinate new-hire onboarding logistics:

desk setup, IT equipment, supplies, and phone provisioning. Plan and execute monthly Lunch-and-Learn sessions, including catering, conference room setup, AV testing, and PowerPoint prep when requested. Coordinate monthly team lunches for birthdays, anniversaries, and milestones. Manage the weekly server backup rotation: visit the Wells Fargo deposit box on Mondays, swap drives, notify our IT vendor. Communicate with building management on facilities issues. Maintain conference room presentation, including TV slideshow updates. Operations support to Project Managers and Accounting Log billable hours for one Executive Project Manager into time tracking system; coordinate with PMs to confirm Principal's billable time. Update and maintain the Riehl Service Agreement spreadsheet; send service agreements to potential new clients per established SOP; coordinate retainer invoicing with the Controller. Provide miscellaneous support to

PMs:

printing, DocuSign distribution, meeting prep, conference call setup, binder assembly. Provide miscellaneous HR support, including timesheet entry for our field crew. Knowledge, Skills, and Experience Required Five or more years of Executive Assistant experience supporting a senior executive, principal, founder, or partner.

Demonstrated tenure stability:

at least one prior EA role of three or more years. Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint). Excellent written and verbal communication skills, with the ability to draft on behalf of an executive. Demonstrated discretion handling confidential business and personal information. Valid California driver's license and reliable transportation; ability to drive throughout Los Angeles for occasional errands and site coordination. Comfort with the personal and family scope of the role. Preferred Prior experience in entertainment, talent management, family office, legal practice, or private wealth. Experience with timesheet or time-tracking systems (TSheets, Harvest, or similar). Familiarity with construction or real estate workflows (not required; we will train). Bachelor's degree. Working Conditions In-office position in Santa Monica. Monday through Friday business hours, with occasional evening or weekend availability for travel coordination or urgent matters. Occasional driving throughout Los Angeles for site visits, personal errands, or related coordination. Some lifting (up to 25 lbs) for office supply organization.

Pay:

$43.00 - $46.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Paid time off

Work Location:

In person