Executive Assistant

LBA; Irvine (CA); On-site; USD 70,000 - 100,000; Full time

Job summary

LBA is seeking an Executive Assistant to provide top-notch administrative support to the Chief Accounting Officer and two Vice Presidents. The role is fast-paced and requires exceptional attention to detail, strong judgment, and the ability to keep processes running smoothly.

Responsibilities include calendar management, executive support, expense reimbursements, event planning, HR coordination, investor relations support, tax document handling, and treasury coordination.

Qualifications

• Bachelor's degree or equivalent experience.
• Proficient in Microsoft Office suite.
• Experience in managing multiple priorities, administrative coordination, and logistics.
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills.
• Strong written and verbal communication skills.

Responsibilities

• Manage daily calendar including scheduling meetings and reserving conference rooms.
• Office and executive support - document organization, agenda preparation, travel coordination, screen calls.
• Expense reimbursements for six Vice Presidents.
• Help plan team celebrations and manage gift card tracking.
• Support HR meetings, onboarding logistics, and company events.
• Maintain Investor Portal and coordinate investor reports and distributions.
• Assist with tax related documents and records management.
• Coordinate treasury-related activities and banking documentation.

Skills

Calendar management

Executive support

Expense reimbursements

Event coordination

Confidentiality

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Office

Job description

We are seeking a highly organized and proactive Executive Assistant to provide top notch administrative support to our Chief Accounting Officer and two Vice Presidents. The ideal candidate thrives in a fast-paced environment, excels at managing priorities and timelines, and approaches every interaction with a strong customer service mindset. Success in this role requires exceptional attention to detail, sound judgment, and the ability to keep processes running smoothly and efficiently

• 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
• Expense reimbursements for six Vice Presidents
• Help plan team celebrations such as wedding and baby showers
• Manages gift card tracking

Human Resources Coordination

• Support logistics for HR team meetings, leadership meetings, trainings, and team member events
• Process HR related invoices and contract administration
• Support onboarding logistics for new hires
• Coordinate team member recognition, engagement and culture initiatives
• Coordinate the annual new hire training event
• Coordinate company-wide HR programs and communications
• Manage team member active directory, anniversary milestones, retirement celebrations
• Maintain strict confidentiality regarding team member and business matters
• HR related ad-hoc projects

Investor Relations Coordination

• Maintain organization of the LBA 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

Tax Accounting Coordination

• Assist in receiving requests, validating accuracy and gathering signatures for Form W-9
• Assist in scanning and filing tax notices
• Assist with obtaining signatures on tax documents and saving in the appropriate file
• Manage the tracking and mailing of tax returns, ensuring proof of filing and delivery documentation is maintained
• Maintain legal entity, tax identification, and state registration databases, including updates for new filings and registrations
• Maintain and regularly update the inventory of CLAS-managed entities
• Assist with entity formations, dissolutions, and related documentation

Treasury Management Coordination

• Prepare and manage the setup of new bank accounts, including completion of banking documentation, coordination with banking partners, accounting system setup, online banking enrollment, and Kyriba configuration.
• Maintain existing bank accounts, including account maintenance requests, signer updates, account closures, and periodic reviews.
• Administer and maintain user access across multiple banking platforms and treasury management systems.
• Coordinate electronic payment by preparing and routing payment authorization packages through DocuSign for approval and execution. Monitor payment deadlines and provide cutoff reminders to stakeholders to ensure timely processing.

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

Qualifications

• Bachelor's degree or equivalent experience
• Proficient in Microsoft Office suite
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills