Executive Assistant

Position Summary:

We are seeking a highly organized and proactive Executive Assistant to provide administrative support to the Chief Financial Officer (CFO) and senior leaders within the Finance, Accounting and IT organizations. This role requires exceptional attention to detail, sound judgment, and the ability to handle sensitive information with discretion. The Executive Assistant will manage complex calendars, coordinate travel, prepare executive-level materials, and ensure the smooth operation of day-to-day administrative functions. Flexibility to support evening and occasional weekend work is essential.

Key Responsibilities:

Executive Support

• Manage complex calendars for the CFO and senior Finance/Accounting/IT leaders, including scheduling meetings, resolving conflicts, and coordinating across multiple time zones. Manage and distribute the monthly executive calendar.
• Organize materials for executive meetings, board presentations, and financial reviews, providing information to the CFO in advance of meetings scheduled. Ensure advance planning of all Board of Directors meetings.  Maintain/File records for the executive.
• Attend meetings as needed to capture minutes, key takeaways, and follow-up actions.

Communication & Coordination

• Serve as a liaison between the CFO’s office and internal/external stakeholders.
• Monitor and manage CFO email inboxes and flag critical items. Draft, proofread, and edit emails, reports, presentations, and other communications.

Travel & Expense Management

• Arrange travel, including flights, accommodations, transportation, and itineraries. Prepare and reconcile expense reports in a timely and accurate manner

Operational & Project Support

• Support departmental initiatives, including planning offsites, coordinating cross-functional projects, and ensuring on-time delivery of key milestones. Plan, support, and execute activities including lunches, birthday celebrations, and quarterly events.
• Maintain confidential records, financial documents, and filing systems.
• Manage projects and tasks in support of Finance and Accounting operations. Track deliverables, deadlines, and follow-ups.
• Manage special projects as assigned from time to time.

Qualifications:

• Bachelor's degree in business or a related field required. 5+ years of experience supporting senior executives in a corporate environment. Experience in an EA role with a $500+m enterprise company is highly preferred.
• Proven ability to manage multiple priorities in a fast-paced, high-demand setting.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• High level of discretion and professionalism with sensitive and confidential matters.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); experience with Zoom, Teams, Concur, and DocuSign is a plus.
• Demonstrated ability to work independently and take initiative.

Work Schedule and Conditions:

• Standard business hours are Monday through Friday.
• Ability to work evenings and weekends as needed based on executive priorities or Board schedules.
• Role is 100% onsite, primarily in Brea, CA, with some commuting to the Irvine office.

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