Executive Assistant

6 month contract - W2

El Segundo, CA (hybrid - M-TH onsite)

Job Description:

The Executive Assistant/ Administrator position is responsible for the Corporate Controller’s Office and Tax leadership teams and reports directly to the Sr Vice President & Corporate Controller and Sr Vice President of Tax.

The position is responsible for general administrative support, as well as specialized administrative operational support, including .

Top 3 to 5 Skills

1. Senior Executive Support & Calendar Management (7+ years)
2. Microsoft Office Suite - Advanced proficiency in Outlook, Word, Excel, and PowerPoint
3. Project & Administrative Coordination
4. Experience with invoices, purchase orders, vendor setup, expense reports, budget tracking, billing, and financial documentation (Finance/Tax Administrative Support).
5. Stakeholder Communication

What Your Impact Will Be:

• Manage a busy schedule, calendar, and correspondence for the SVP/Controller (“SVP”) and leadership. The SVP and leadership team have multiple meetings, and extensive communication with direct reports, staff, colleagues, and external providers in various time zones globally. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
• Complete efficiently and accurately a broad variety of administrative tasks that facilitate the Controller and Tax department’s ability to effectively lead the organization, including: assisting with special projects; coordinating IT desktop issues; designing and producing complex documents, reports, and presentations as needed; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; managing vendor invoices; making travel arrangements; and completing expense reports.
• Prioritize executive’s schedule and needs based on knowledge of needs & priorities (i.e. act as a “gatekeeper” and “gateway” role, and demonstrate ability to maintain credibility, trust, and support.) Determine appropriate course of action, or response, exercising proper judgment, especially on matters of a confidential or critical nature.
• Anticipate, actively manage, and execute the SVP and departmental business needs.
• Manage all aspects of the department’s office services including booking meeting rooms, managing correspondence, and supply management and replenishment.
• Juggle multiple tasks and projects accurately, including support of the department during the close process, with the ability to grow to take on more in support of the team.
• Assistance with the preparation of the agenda and distribution of materials for Audit Committee, CFO, and finance leadership meetings.
• Assistance with data collection involving communications to global finance team, and organization of data received.
• Assistance with handling correspondence with tax authorities regarding notices and inquiries.
• Manage operational support for tax department, including billing and budget tasks such as vendor set up, purchase orders, reviewing and approving invoices, and budget tracking; documentation and record management.
• Assistance with materials for various other meetings including presentations, drafting agendas, compiling information, etc.
• Tasks such as obtaining staff meals when calendar schedule requires, interacting with the other assistants and teams.
• Execute other ad hoc requests from the executive and department.

Qualifications

• 7+ years administrative experience supporting at the senior executive level.
• A bachelor’s degree is preferred, but not required.
• Strong verbal and written communication skills. Experience working with international and domestic teams, multiple time zones and multiple languages.
• Strong organizational skills and attention to detail. Make appropriate, informed decisions regarding priorities and available time. Ability to deal with and handle changing schedules quickly and efficiently.
• Expert proficiency with Microsoft Office – Outlook, Word, Excel, Power Point, etc.
• Ability to complete a high volume of tasks and projects with little or no guidance . Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround; strong problem-solving skills are required.
• Excellent interpersonal skills , w…