Executive Assistant

Beacon Technologies; El Segundo (CA); On-site; USD 70,000 - 110,000; Full time

Job summary

Beacon Technologies is seeking an Executive Assistant to support the Corporate Controller's Office and Tax leadership. This onsite, 6-month contract requires managing complex calendars, coordinating meetings across time zones, preparing reports and presentations, and acting as a trusted gatekeeper for senior leaders.

The ideal candidate has 7+ years of senior administrative experience, superb organization, discretion, and the ability to multi-task in a fast-paced environment.

Qualifications

• 7+ years of administrative experience supporting senior executives.
• Strong verbal and written communication skills and attention to detail.
• Experience with coordinating across time zones and international teams.

Responsibilities

• Manage SVP/Controller and leadership calendars and correspondence.
• Coordinate meetings, travel, and expense reporting across multiple time zones.
• Prepare documents, reports, and presentations for leadership meetings.
• Assist with special projects and department administrative tasks.
• Support tax and corporate controller functions as needed.

Skills

Executive support

Calendar management

MS Office proficient

Communication

Education

Bachelor's degree preferred

Tools

Microsoft Office

PowerPoint

Job description

ROLE IS ONSITE. 6 MONTH CONTRACT THAT COULD SEE EXTENSIONS.

We are seeking an Executive Assistant for our client partner. The Executive Assistant/Tax Project Administrator position is responsible for the Corporate Controller's Office and Tax leadership teams and reports directly to the Sr Vice President & Corporate Controller and Sr Vice President of Tax. The position is responsible for general administrative support, as well as specialized administrative operational support.

What Your Impact Will Be:

• Manage a busy schedule, calendar, and correspondence for the SVP/Controller ("SVP") and leadership. The SVP and leadership team have multiple meetings, and extensive communication with direct reports, staff, colleagues, and external providers in various time zones globally. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
• Complete efficiently and accurately a broad variety of administrative tasks that facilitate the Controller and Tax department's ability to effectively lead the organization, including: assisting with special projects; coordinating IT desktop issues; designing and producing complex documents, reports, and presentations as needed; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; managing vendor invoices; making travel arrangements; and completing expense reports.
• Prioritize executive's schedule and needs based on knowledge of needs & priorities (i.e. act as a "gatekeeper" and "gateway" role, and demonstrate ability to maintain credibility, trust, and support.) Determine appropriate course of action, or response, exercising proper judgment, especially on matters of a confidential or critical nature.
• Anticipate, actively manage, and execute the SVP and departmental business needs.
• Manage all aspects of the department's office services including booking meeting rooms, managing correspondence, and supply management and replenishment.
• Juggle multiple tasks and projects accurately, including support of the department during the close process, with the ability to grow to take on more in support of the team.
• Assistance with the preparation of the agenda and distribution of materials for Audit Committee, CFO, and finance leadership meetings.
• Assistance with data collection involving communications to global finance team, and organization of data received.
• Assistance with handling correspondence with tax authorities regarding notices and inquiries.
• Manage operational support for tax department, including billing and budget tasks such as vendor set up, purchase orders, reviewing and approving invoices, and budget tracking; documentation and record management.
• Assistance with materials for various other meetings including presentations, drafting agendas, compiling information, etc.
• Tasks such as obtaining staff meals when calendar schedule requires, interacting with the other assistants and teams.
• Execute other ad hoc requests from the executive and department.

Qualifications:
What We’re Looking For:

• 7+ years administrative experience supporting at the senior executive level.
• A bachelor's degree is preferred, but not required.
• Strong verbal and written communication skills. Experience working with international and domestic teams, multiple time zones and multiple languages.
• Strong organizational skills and attention to detail. Make appropriate, informed decisions regarding priorities and available time.
• Ability to deal with and handle changing schedules quickly and efficiently.
• Expert proficiency with Microsoft Office -- Outlook, Word, Excel, Power Point, etc.
• Ability to complete a high volume of tasks and projects with little or no guidance. Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround; strong problem-solving skills are required.
• Excellent interpersonal skills, which will enable him/her to interact with a range of personalities and styles and to establish effective relationships at all levels of the organization.
• Be strongly self-motivated, decisive and able to work in a fast-paced environment.
• Be proactive and capable of working as a member of a team, as well as independently.
• Possess the desire and commitment to take on increasingly greater levels of responsibility.
• Be trusted and loyal; maintain a high level of integrity and discretion in handling confidential and sensitive information.
• Cultural sensitivity towards employees and visitors.
• Understanding of how to represent an executive office and acting with sensitivity around this.
• Ability to think ahead, anticipating important needs and meetings.
• Ability to treat external parties as true partners, understanding that their success will lead to our client's success.
• Flexibility to come in early or work late, as necessary and where approved.
• Demonstrated a growth mindset by staying curious and continuously learning, embracing challenges, and improving themselves.