Senior Executive Assistant & Office Operations

Network Firms; Los Angeles (CA); On-site; USD 85,000 - 100,000; Full time

Job summary

Provident Financial Management is a premier business management firm based in Los Angeles, providing tax, accounting, and financial management services to entertainers and high-net-worth clients.

An organized, proactive Executive Assistant is needed to support senior leadership and day-to-day operations in our on-site Los Angeles office, with standard hours 8:00 a.m.–5:00 p.m. and some flexibility.

Qualifications

• 3+ years executive or administrative assistant experience in a professional services environment preferred.
• Intermediate to advanced proficiency in Microsoft Outlook, Word, Excel, and Teams.
• Excellent organizational and time management skills with the ability to prioritize competing responsibilities.
• Strong verbal and written communication skills.
• High attention to detail and accuracy.
• Ability to exercise sound judgment and maintain strict confidentiality.
• Comfortable working in a fast-paced environment with changing priorities.
• Professional demeanor with strong interpersonal skills and the ability to work effectively with individuals across all levels of the organization.
• Notary Public certification is a plus, but not required.

Responsibilities

• Manage executive calendars, schedule meetings, and coordinate appointments.
• Arrange domestic and international business travel, including flights, hotels, and transportation.
• Track, prepare, and submit expense reports.
• Prepare, edit, and format correspondence, agreements, and other business documents.
• Maintain electronic and physical filing systems, including scanning and document organization.
• Prepare and maintain Excel reports and spreadsheets.
• Manage incoming mail and distribute correspondence appropriately.
• Utilize DocuSign and ShareFile for document preparation, execution, and file management.
• Enter and maintain employee timesheets.
• Manage office subscriptions and recurring administrative tasks.
• Assist with client billing and invoicing.
• Process wire transfer requests.
• Track continuing professional education (CPE) hours and professional license renewals.
• Provide professional client service and maintain regular communication with clients and business partners.

Skills

Microsoft Office (Outlook, Word, Excel

Time management

Communication

Organizational skills

Discretion & confidentiality

Multitasking

Notary Public (bonus)

Tools

DocuSign

ShareFile

Job description

Provident Financial Management is a premier business management firm based in Los Angeles, providing tax, accounting, and financial management services to entertainers and high-net-worth clients.

An organized, proactive Executive Assistant is needed to support senior leadership and day-to-day operations in our on-site Los Angeles office, with standard hours 8:00 a.m.–5:00 p.m. and some flexibility.