Office Administrator at OneDigital in Irvine, California

Job Description:

Office Administrator

Location: Irvine

Are you a highly organized, detail-oriented administrative professional who thrives on ensuring operational excellence? Would you enjoy a role that combines oversight, administrative responsibilities, and strategic execution across multiple business functions?

Our client, Chamberlain Group, has an incredible opportunity for you to join them as an Office Administrator!

In this key role, you'll oversee and support a wide range of functions, including office operations, business systems and technology, facilities management, marketing, and training. You'll ensure our team and facilities operate efficiently while fostering a culture of leadership, collaboration, and service excellence.

Why Join Chamberlain Group?

For over 40 years, Chamberlain Group has specialized in providing customized wealth management strategies to ultra-affluent clients with net worths ranging from $50 million to $5 billion. We are stewards of our clients' legacies, offering expertise in estate and succession planning, life insurance, executive benefits, non-qualified plans, and investment advisory services.

As a firm recognized as one of Orange County's Best Places to Work, we pride ourselves on our exceptional culture, focus on meaningful client relationships, and a commitment to our team's professional and personal growth.

The Opportunity:

Office Oversight

• Manage day-to-day office operations, including corporate services, facilities, and business systems.
• Oversee office vendors and contractors (parking, property management, printing services, etc.).
• Ensure meeting rooms are always "stage ready" with updated supplies and technology setups.
• Review and approve vendor invoices for services and equipment.
• Support employee onboarding with building logistics, training, and technology setup.

Technology & Facilities Management

• Partner with outsourced IT vendor (NexusTek) for service requests, IT renewals, and weekly check-ins.
• Lead technology projects, including researching and implementing new tools and systems.
• Maintain employee passwords, server access, and disaster recovery plans.
• Oversee building maintenance and office projects, ensuring smooth execution.

Marketing & Communications

• Manage Chamberlain Group's LinkedIn presence and corporate social media.
• Create and oversee newsletters, press releases, and other corporate content.
• Coordinate corporate sponsorships and branding materials, such as business cards and letterhead.
• Lead employee communications, including internal corporate announcements.

Training & Development

• Develop and implement corporate service standards through "CG University."
• Support structural growth, including onboarding additional advisors, contractors, and outsourced support.

Event Planning

• Coordinate logistics for corporate meetings and events (annual, semi-annual, quarterly, and monthly gatherings, including the Christmas party).

Qualifications & Experience:

• Education: BA/BS in Business or related field required. MBA preferred.
• Experience: 5+ years in business/office administration. Financial services experience is a plus.
• Skills:
• Exceptional organizational and time management abilities.
• Proven experience handling multiple projects and competing priorities.
• Self-motivated with strong leadership skills and the ability to foster a "leader-leader" culture.
• Effective communicator with a professional demeanor and excellent interpersonal skills.
• Proficiency in leveraging technology and research for innovative solutions.

Why Join Chamberlain Group?

• Impactful Work: Be at the core of our operations, ensuring smooth processes and driving corporate success.
• Diverse Responsibilities: Enjoy a role that spans office management, marketing, training, and technology innovation.
• Collaborative Culture: Work with a dynamic team dedicated to delivering platinum-level service both internally and externally.
• Growth Opportunities: Play a key role in shaping the structural and cultural growth of the organization.

If you're ready to make a significant impact in a fast-paced, dynamic environment, we'd love to hear from you!

Apply today to join Chamberlain Group as our Office Administrator and help us continue delivering excellence at every level.

OneDigital is an equal opportunity employer and values diversity in the workplace. Apply Now