Guidehouse · 12 hours ago
Administrative Assistant / Office Lead
US - CA, Los Angeles
Full-time
Onsite
Mid, Senior Level
$56K/yr - $94K/yr
5+ years expGuidehouse is a professional services firm that provides dedicated support to client serving Directors and Partners. The Administrative Assistant/Office Lead role involves managing calendars, coordinating travel, and overseeing office management tasks to ensure smooth operations.
AdviceConsultingManagement Consulting
Responsibilities
Manage Partner/Directors calendars, schedules and prioritize appointments, ensuring meetings, deadlines, presentations, and other duties are carried out seamlessly
Coordinate travel arrangements (domestic/international), maintain travel profiles, manage last minute itinerary changes (flights, car, hotel, and subsequent team communications), directions/mapping, and support in handling passport and visa issues
Effectively prepare weekly expense reports as required; follows policies and procedures, resolves auditor inquiries and engagement code reclassifications as needed
Draft/edit/proofread correspondence, presentations, client letters, briefing papers, reports ensuring that grammar, spelling, formatting/visual design are without error
Effectively use the firms core technology applications, as well as develop/demonstrate solid knowledge of firm-wide and practice-specific tools, processes, and databases to position themself as an advocate and knowledge resource in these programs and support training others who are less skilled
Conduct basic information searches (e.g., via internet, internal sites, etc.) and maintain contacts and distribution lists (as needed)
Oversee/complete production requests (including, copying, printing, faxing, binding, shipping, etc.)
Coordinate and facilitate meetings as requested with scheduling, catering, and presentations
With Partner guidance, may be expected to manage certain administrative aspects/support of client engagements
Liaison with office building management regarding building requests/work orders, security/access badge requests, and COI requirements in conjunction with the Guidehouse Real Estate team and Regional Area Manager
Oversee facility maintenance and vendor contracts in conjunction with the Guidehouse Real Estate team and Regional Area Manager
Complete the required inspections/tasks on the monthly Office Lead check list and submit to the Regional Area Manager
Identify potential repairs/issues per the checklist and offer solutions/recommendations
Act as liaison to the Guidehouse Neighborhoods for local and/or corporate events
Promote the required use of Guidehouse AgilQuest Forum Hotel tool and the clean desk policy
Participate in the development of projects, work methods and procedures for the office as needed and/or as assigned
Maintain inventory and order office supplies as needed
Ensure all scheduled maintenance is being performed routinely
Monitor and guide progress for completion/resolution of issues identified by the Regional Area Manager
Build positive relationships with key stakeholders within each department and/or practice who are based in the office
Assist Human Capital and IT with local off-boarding of voluntary and involuntary terminations
Assist office employees and/or guests with troubleshooting IT equipment and/or escalating to IT as needed
Track office expenses/invoices as needed; coordinate with A/P to process promptly and within Finance policy
Manage fire/safety/security functions for the office in conjunction with the Building Property Management as well as with Corporate Security
Develop reports for Senior Management, Real Estate and Regional Area Manager if and as assigned; provide accurate conclusions from analysis, if needed
Communicate office policy and procedure to all employees in the office. Escalate local office issues to Regional Area Manager to provide resolution on complex issues
Assist with the retrieval and storage of offsite files and other documentation as requested, in accordance with current records management policy, procedures and best practices
Qualification
Required
High School diploma required
Five (5) + years of administrative support experience, 2+ years of office administrative management, preferably including 3-4 years in a top-tier professional services firm; familiarity with PeopleSoft and Workday a plus
Strong organizational and time management skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and accuracy
Effective interpersonal and communication skills (verbal and written); able to interface with personnel at all levels
Establish and maintain strong working relationships at all corporate levels and with clients/stakeholders
Highly proficient in Microsoft Office 365 including Word, Excel, and PowerPoint
Clear fit with (and champion of) firm culture and values
Must have strong work values, and be dependable, honest, and self-confident with a positive attitude
Highly polished and professional demeanor in dealing with all situations
Strong sense of initiative and works with urgency
Ability to deal with ambiguity and reprioritize tasks in response to unexpected changes in priorities/requests
Will embrace our customer-focused, action-oriented, results-driven culture
Preferred
Bachelor's degree in a related discipline preferred; High school diploma required
Willingness and ability to work the hours necessary to complete assigned work
Demonstrated proactive approaches to problem-solving with strong decision-making capability, diplomacy, and use of good judgement
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment with competing demands
Highly resourceful team-player, with the ability to multi-task and be extremely effective working independently and with direction
Proactively leverage and share knowledge with colleagues
Proven ability to act with discretion and maintain complete confidentiality
Benefits
Medical, Rx, Dental & Vision Insurance
Personal and Family Sick Time & Company Paid Holidays
Position may be eligible for a discretionary variable incentive bonus
Parental Leave and Adoption Assistance
401(k) Retirement Plan
Basic Life & Supplemental Life
Health Savings Account, Dental/Vision & Dependent Care Flexible Spending Accounts
Short-Term & Long-Term Disability
Student Loan PayDown
Tuition Reimbursement, Personal Development & Learning Opportunities
Skills Development & Certifications
Employee Referral Program
Corporate Sponsored Events & Community Outreach
Emergency Back-Up Childcare Program
Mobility Stipend
Company
Guidehouse
Guidehouse offers consulting services for public and commercial markets with expertise in management, technology, and risk consulting.
10001+ employees
H1B Sponsorship
Guidehouse has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (25)
2024 (20)
2023 (29)
2022 (49)
2021 (50)
2020 (59)
Funding
Current Stage
Late StageTotal Funding
$0.75MKey Investors
Mission Daybreak
2023-11-06Acquired
2023-02-16Grant· $0.75M
Leadership Team
Scott McIntyre
Chairman and CEO
Alicia Harkness
Partner
Recent News
Washington Technology
2026-01-09
Washington Technology
2025-11-20
Company data provided by crunchbase