Executive Assistant / Paralegal / Office Manager

About the role

Gala Capital Partners is a diversified investment firm based in Costa Mesa, CA, focusing on long-term investments in Software, Franchise Restaurants, and Real Estate throughout the US. We are seeking 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, requiring 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.

Responsibilities

• 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 the local office, providing 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 or dictation.
• Type and coordinate correspondence, reports, memoranda, special projects, technical papers, and related material for 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.

Requirements

• Associate'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.

Skills

• Exceptional organizational skills and attention to detail.
• Strong AI prompting skills using 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 and 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.

Preferred Qualifications

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