Job Summary:
We are seeking an Office Assistant to support the investment administration team in finalizing investment files and ensuring operational excellence.
The ideal candidate will bring a sense of spatial awareness, self-sufficiency, and open-mindedness, with a genuine commitment to serving our stakeholders — the lifeblood of our success.
Beyond technical skills, we value individuals who are motivated to learn, receptive to training, and proactive in continuously improving both themselves and their contributions to our program.
Core responsibilities include verifying document completeness and accuracy, ensuring proper organization and filing, cross-checking data with our CRM system, and entering required information into internal systems. Comprehensive training will be provided to ensure a smooth transition into the role.
Key Responsibilities:
- Document Review & Verification:
- Review investment documents for completeness, accuracy, and proper signatures.
- Ensure all required documents are included in each investment file.
- Verify that certificates and forms are correctly completed and compliant with company standards.
- Document Organization & Filing:
- Maintain proper order and structure of investment files according to company protocols.
- Ensure that both digital and physical documents are correctly named, stored, and easily retrievable.
- File and archive completed investment documentation in line with compliance procedures.
- System Data Entry & Cross-Checking:
- Compare physical investment documents to CRM system records to ensure consistency and accuracy.
- Accurately enter and update data into internal systems, ensuring all information is correct.
- Identify and resolve discrepancies between documents and system entries.
- Compliance & Quality Control:
- Adhere to internal checklists and processes to ensure compliance with company and regulatory standards.
- Assist in internal audits by providing accurate and timely file information.
- Track and report on documents for the compliance team.
- Administrative Support:
- Communicate with internal teams to clarify missing or incomplete documentation.
- Provide administrative support, including scanning, photocopying, and emailing documents as needed.
Qualifications:
- Experience
- Previous experience in an administrative, office assistant, or data entry role (experience in finance or investments is a plus).
- Exceptional attention to detail and strong organizational skills.
- Effective written and verbal communication skills.
- Ability to work independently and follow established procedures.
- Ability to handle sensitive and confidential information with discretion.
- Technical Skills
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook), the Adobe Suite and experience with CRM systems..
- Comfortable using AI tools (ChatGPT, Copilot, generative-text apps).
- Knowledge of how to use a Windows Environment and File System.
- Communication
- Excellent written and verbal communication skills.
- Exceptional interpersonal and customer service skills.
- Ability to communicate clearly and professionally, both verbally and in writing
- Attention to Detail
- Keen focus on maintaining data accuracy and compliance within a fast-paced environment.
- Time Management Skills
- Flexibility to adapt to changing priorities.
- Being punctual and efficiently managing your workload
Preferred Experience:
- Familiarity with investment or financial industry documentation (e.g., subscription agreements, certificates, compliance forms).
- Experience with client relationship management (CRM) systems.
- Previous experience in a regulated environment is an advantage.
Work Environment:
- Office-based role with standard working hours, Monday to Friday.
- A fast-paced environment requiring attention to detail and meeting deadlines.
- Occasional overtime may be required during peak periods.
Additional Details:
- Location: Onsite Monday – Friday in Irvine, CA.
- We offer a competitive compensation package, 100 % employer-paid medical/dental/vision and a positive work-life balance.
- All 11 Federal Holidays are observed.
Application Instructions:
To apply, please submit your resume and a brief cover letter that highlights your relevant experience and why you are a good fit for this role.
Job Type: Full-time
Pay: $20.00 - $25.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Ability to Commute:
- Irvine, CA 92618 (Required)
Ability to Relocate:
- Irvine, CA 92618: Relocate before starting work (Required)
Work Location: In person
