Executive Assistant to Chief Accounting Officer

Irvine, CA

Full Time

Corporate Adminstration

Mid Level

Assist in the management of the daily calendar including coordination and scheduling of internal and external meetings, including reserving conference rooms and understanding tech requirements
Office and executive support - document organization (including scanning and creating binders), agenda preparation and updates, catering, travel and meal coordination, screen incoming calls
Other general administrative support, as required
Help plan team celebrations such as wedding and baby showers
Manages gift card tracking
Receive / open mail /prepare FedEx packages
Expense reimbursements
Investor Relations Coordination (ex. Maintain organization of the Investor Portal; investor relations, investor reports, investor distributions, etc.)
Conduct regular audits of entire database to include annual mass investor mailings for purpose of verification of contact(s) information, wire information, commitment, tax ID’s, special instructions
Establish & manage processes for distribution of all quarterly/annual reports, capital account statements, distribution mailings, capital funding requests to include customized mail merge setups for physical & electronic mailings
Manage and coordinate yearly investor distributions for tax purposes such as 1099’s, K-1s and Demand Letters
HR Coordination (support logistics for HR team meetings, training, team member events, process HR related invoices and contract administration, support onboarding new hires, assist with team member active directory, ad hoc projects etc...)
Tax Accounting Coordination (assist in receiving requests, validating accuracy, scanning and filing notices, obtaining signatures, assist with entity formations, dissolutions and related documentation etc...)
Treasury Management Coordination (prepare and manage the setup of new bank accounts along with documentation, system set ups, maintain existing bank accounts/maintenance, coordinate electronic payments, monitor deadlines and cutoff timelines etc...)

GENERAL

Involvement in a variety of work projects that provides personal growth
Be responsive in following up with requests and acknowledging tasks at hand
Always seek new ways that may deliver greater efficiencies in a fast-paced work environment
Maintain highest level of confidentiality with information, documents and circumstances that are brought to your attention
Ability to produce quality draft communication, documents, etc. requested
Prioritize tasks while being able to quickly pivot when needed
Create and/or update excel spreadsheets, power point documents
Keep lines of communication open between yourself and team in order to stay organized and prioritize work

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Confidentiality & Discretion This role regularly handles highly confidential information, including personnel, financial, and strategic business matters. Please provide an example of how you have maintained confidentiality in a previous role. (Short answer)*

Executive Support Experience How many years of experience do you have directly supporting C-suite executives or senior leadership teams?

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Calendar & Prioritization Management Describe a situation where you had to manage competing priorities for an executive. How did you determine what required immediate attention and what could be deferred? (Short answer)*

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Executive Assistant to Chief Accounting Officer

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