Executive Assistant to Chief Accounting Officer

LBA; Irvine (CA); On-site; USD 50,000 - 80,000; Full time

Job summary

LBA in Irvine, CA is seeking an proactive Administrative Assistant to support daily calendar management, coordinate internal and external meetings, reserve conference rooms, and handle various executive support tasks.

Responsibilities include document organization, agenda prep, catering, travel arrangements, mail handling, expense reimbursements, investor relations coordination, HR logistics, and tax/accounting coordination tasks.

Job description

• 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
• 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 entityformations, 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...)

• 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 entityformations, 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