Administrative Assistant - Operations

Come for the Challenge. Stay for the Experience.

At HCVT, we believe every challenge presents an opportunity to positively impact our clients and people. Talented and ambitious individuals who seek limitless professional opportunities thrive at HCVT. Our team is known for its technical skill and ability to help clients address complex business issues all while investing in and supporting our people to provide a rewarding employee experience.

What We Do and Who We Serve

We offer Tax, Audit, Advisory, and Business Management services to our clients, which include private and public companies, high-net-worth individuals, and family offices. We also specialize in serving clients across the following industries: Private Equity, Real Estate & Hospitality, Media & Entertainment, High-Net-Worth Individuals, Manufacturing & Distribution, Professional Services Firms, Technology, Healthcare, Nonprofit Organizations, and Affordable Housing.

We Live Our Core Values

Our values guide us in our day-to-day interactions with our clients and each other—Integrity at our Core; Building Success Together; Passion for Excellence; and Diversity, Equity, & Inclusion. We are focused and committed to the needs of our clients and our team.

Discover How Far You Can Go.

Opportunities abound at HCVT. Our firm has experienced steady growth since its founding in 1991 and continues to expand its client service offerings, creating new opportunities for professionals to grow their careers. We make significant investments in training and provide interesting, diverse, and intellectually stimulating client engagements for our teams to work on—the kind of work that helps you develop and refine your skills to advance in the profession.

Hybrid Work

At HCVT, we embrace a hybrid work model that offers a balance between in-office collaboration and remote convenience. Our teams work a minimum two days a week in the office, unless noted otherwise in the job description, complemented by in-person trainings, meetings, and team-building activities to foster your growth and deepen team connections. These trainings and events may take place outside of your home office location.

Apply today and find out why so many come for the challenge—and stay for the experience. We look forward to meeting you! 

Job Summary

The Administrative Assistant will support both the Chief Operating Officer and the Chief Talent and Development Officer and their teams. Both teams work on projects that have a direct impact on the firm's overall business performance and its people operations. The ideal candidate must be organized, proactive, and eager to help. The dual function role requires the ability to wear many hats and seamlessly transition between a variety of projects and tasks while being able to report to multiple people. Strong communication and task management skills are essential to this role. 

This position is located in Pasadena with required in-office days three times a week, strong preference for Tuesday - Thursday.

As an Administrative Assistant in Operations, you will be responsible for, but not limited to, the following:

• Communication and Documentation
• Draft emails, reports, and documents as instructed
• Schedule meetings, maintain calendars, take minutes, and summarize key points and action items
• Follow-up with key personnel and provide regular updates




• Event and Meeting Coordination
• Coordinate logistics of in-person meetings and events
• Create templates in Word, Excel, PowerPoint, and Adobe




• Project and Data Management
• Update project lists and spreadsheets and maintain databases
• Assist in tracking project timelines and deliverables, ensuring stakeholders stay on top of key initiatives




• Administrative Support
• Handle sensitive information with high-level discretion, maintaining confidentiality on organizational matters
• Provide administrative support to other team members as needed
• Order and maintain inventory of firm supplies
• Allocation of invoices and accounts payable processing




• Survey and Filing
• Create surveys, track responses, and summarize results
• Digital filing and organization

To succeed in this role, you should possess the following skills and experiences:

• Educational and Professional Background
• Bachelor’s Degree or equivalent experience
• 5-10 years of experience in a similar role
• Previous work experience at a professional services firm (accounting, law firm, etc.) is a plus




• Technical Skills
• Proficient in MS 365 Applications (particularly Word, Excel, and Outlook)




• Other Core Competencies
• Excellent organizational skills - must be meticulous and able to produce accurate results
• Demonstrate sound professional judgment, problem-solving, and critical thinking skills
• Ability to manage multiple tasks in a fast-paced environment
• Strong written and verbal communication and comprehension skills
• Initiative-taker and works well within a group setting
• Collaborator who keeps the interest of the team and firm first
• Excellent people skills/customer service orientation

This salary range is specific to the state(s) listed and takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill set and education; experience and training; licensure and certifications; and other business and organizational needs. A reasonable estimate of the range for this position is $65,000 to $85,000 plus overtime. 

Connect with us: 

LinkedIn, Instagram, Facebook, HCVT Website

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