Executive Assistant / Paralegal / Office Manager

About the job Executive Assistant / Paralegal / Office Manager

Overview

Gala Capital Partners is a diversified investment firm based in Costa Mesa, CA. We focus on long term investments in Software, Franchise Restaurants and Real Estate throughout the US. We areseeking a highly capable and experienced Executive Assistant to support the Managing Partner and other executives.

This role is critical to the success of high-level operations and investment, and requires a sharp, resourceful professional who operates with precision, discretion, and a strong sense of accountability. This is a strategic support role not a routine administrative position. The successful candidate will manage complex schedules, high-level communications, and confidential matters with confidence and clarity. You'll play a key role in enabling executive focus and ensuring seamless execution of leadership initiatives.

Duties

• Serve as a trusted advisor and operational partner to executive leadership, managing priorities, communications, and logistics with efficiency and foresight
• Assist in property management to support Real Estate Investments
• Act as Office Manager for local office, provide light bookkeeping support
• Provide confidential administrative support in an accurate and flexible manner
• Schedule and manage the Executive's daily/weekly/monthly appointment calendar
• Coordinate travel and lodging arrangements, as needed
• Arrange and coordinate meetings, conferences, special functions and appointments, prepare agendas, and track follow-up actions
• Collect and prepare information for use in discussions and meetings with executive staff members, Board of Directors, and outside individuals
• Act as a liaison between executives and internal/external stakeholders
• Compose letters and memoranda from verbal direction, dictation
• Type and coordinate correspondence, reports, memoranda, special projects, technical papers, and related material for the Executive Leadership as requested.
• Conduct research and prepare reports to support executive decision-making
• Receive and answer telephone calls, mail and inquiries; provide information in accordance with Company policy
• Maintain records, gather and check data, as well as design, format, compose, and edit a variety of reports
• Perform other duties as assigned

• Bachelor's Degree with studies in Business, Finance, Sciences, Law or
• related field preferred.
• Minimum of 3-5 years of proven experience as an Executive Assistant or Paralegal to a high-level or C-level executive.
• Strong business background

• Exceptional organizational skills and attention to detail
• Has strong AI prompting skills using AI tools such as ChatGPT, Gemini, MS Copilot, or Claude.
• Ability to manage multiple priorities and meet deadlines under pressure
• High level of professionalism and discretion
• PC proficiency in Microsoft Office and Google Workspace. Highly organized and flexible
• Excellent verbal/written communication skills with the ability to effectively communicate with all levels of personnel
• Organized, independent, self-motivated, detail-oriented team player.
• At least 60 wpm typing skills
• Proactive and takes initiative without constant direction
• Strong knowledge of business English, spelling, and punctuation

• Experience in finance, real estate, legal, investment or banking industry is a plus.
• Notary