Executive Assistant

Apollo Professional Solutions, Inc.; El Segundo (CA); On-site; USD 85,000 - 120,000; Full time

Job summary

Apollo Professional Solutions, Inc. invites an experienced Executive Assistant / Tax Project Administrator to support senior finance leadership in a fast-paced environment.

The role focuses on executive calendar management, confidential communications, and coordinating operations across the Controller's Office and Tax teams. You will handle travel, expense reporting, document preparation, and multi-project coordination while ensuring accuracy and timely deliverables.

Qualifications

• Exceptional verbal and written communication skills.
• Strong organizational skills with excellent attention to detail.
• Ability to manage changing priorities and complex schedules efficiently.
• Proven ability to handle high volumes of work with minimal supervision.

Responsibilities

• Executive Support & Calendar Management for senior finance leadership across time zones.
• Coordinate meetings, gatekeeper duties, and confidential communications.
• Provide administrative operations support: travel, expenses, contact lists, vendor invoices, IT issues, reports and presentations.
• Support Finance & Tax activities: agendas, materials, data collection, notices from tax authorities, budget tracking, and documentation.
• Coordinate projects and cross-functional activities, ensuring accuracy and timely delivery.

Skills

Verbal communication

Written communication

Organizational skills

Attention to detail

Multitasking

Education

Bachelor's degree

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Office Suite

Job description

Executive Assistant / Tax Project Administrator

Support Senior Finance Leadership in a High-Impact Role

We are seeking an experienced Executive Assistant / Tax Project Administrator to provide dedicated support to senior finance leadership, including the Senior Vice President & Corporate Controller and Senior Vice President of Tax. This role is ideal for a highly organized professional who thrives in a fast-paced environment, excels at managing complex priorities, and enjoys serving as a trusted partner to executive leadership. As a key member of the finance organization, you will provide executive-level administrative support while coordinating operational activities across the Controller's Office and Tax teams.

Key Responsibilities

• Executive Support & Calendar Management
  • Manage complex executive calendars, scheduling, and correspondence for senior finance leadership.
  • Coordinate meetings across multiple time zones and prioritize competing requests.
  • Serve as a trusted gatekeeper by managing executive access, communications, and scheduling priorities.
  • Anticipate leadership needs and proactively address business requirements.
  • Exercise sound judgment when handling confidential, sensitive, and time-critical matters.
• Administrative Operations
  • Provide comprehensive administrative support, including:
  • Travel coordination and arrangements
  • Expense report processing
  • Maintaining contact lists
  • Managing vendor invoices
  • Coordinating IT desktop support issues
  • Preparing correspondence and communications
  • Create and format complex reports, presentations, documents, and meeting materials.
  • Collect, organize, and prepare information for internal and external meetings.
  • Manage departmental office operations, including meeting room scheduling, correspondence management, and office supply replenishment.
• Finance & Tax Department Support
  • Support finance leadership meetings, Audit Committee meetings, and CFO-related activities by coordinating agendas and distributing materials.
  • Assist with data collection projects involving global finance teams and organize information received from multiple stakeholders.
  • Support communications with tax authorities regarding notices and inquiries.
  • Provide operational support for the tax department, including:
  • Vendor setup
  • Purchase order administration
  • Invoice review and approval coordination
  • Budget tracking
  • Documentation and record management
  • Assist in preparing presentations, meeting agendas, and supporting materials for departmental initiatives.
• Project Coordination
  • Manage multiple priorities simultaneously while maintaining exceptional accuracy and attention to detail.
  • Support departmental activities during financial close processes.
  • Coordinate special projects and ad hoc requests from executive leadership.
  • Collaborate effectively with executive assistants, finance teams, and cross-functional stakeholders.
  • Provide logistical support, including coordinating staff meals and meeting-related needs when required.

Required Qualifications

• Experience 7+ years of administrative experience supporting senior executives.
• Experience supporting leadership teams in complex corporate environments.
• Experience working with domestic and international teams across multiple time zones preferred.
• Education Bachelor's degree preferred but not required.
• Technical Skills Expert-level proficiency with:
  • Microsoft Outlook
  • Microsoft Word
  • Microsoft Excel
  • Microsoft PowerPoint
  • Microsoft Office Suite
• Professional Skills
  • Exceptional verbal and written communication skills.
  • Strong organizational skills with excellent attention to detail.
  • Ability to manage changing priorities and complex schedules efficiently.
  • Proven ability to handle high volumes of work with minimal supervision.
  • Strong problem-solving skills and ability to respond with urgency when necessary.
  • Excellent interpersonal skills with the ability to build relationships at all organizational levels.
  • Self-motivated, proactive, and capable of working independently and within a team environment.
  • High degree of professionalism, integrity, discretion, and confidentiality.
  • Cultural awareness and sensitivity when interacting with employees, executives, visitors, and external partners.
  • Ability to anticipate needs and think ahead to support executive success.
  • Commitment to continuous learning, professional growth, and taking on increasing levels of responsibility.

Work Environment

This contract position supports senior finance leadership in a dynamic, fast-paced business environment. Flexibility to occasionally work extended hours or adjust schedules to meet business needs may be required. Successful candidates will demonstrate adaptability, professionalism, and a strong commitment to supporting executive and departmental objectives.

Keywords

Executive Assistant, Executive Administrator, Tax Project Administrator, Senior Executive Support, Finance Administration, Corporate Controller Support, Tax Department Administration, Calendar Management, Executive Scheduling, Microsoft Office, Administrative Operations, Project Coordination, Finance Operations, Vendor Management, Budget Tracking, Executive Office Support, Administrative Professional, Contract Executive Assistant.