Executive Assistant

Executive Assistant / Tax Project Administrator

Location: El Segundo, CA 90245

Pay Rate: $40.00–$50.00/hour

Position Overview

We are seeking an experienced Executive Assistant / Tax Project Administrator to provide high-level administrative and operational support to senior leaders within the Corporate Controller and Tax organizations.

This position supports two senior executives and their leadership teams, managing complex schedules, communications, projects, meetings, and day-to-day departmental operations. The role requires someone who is highly organized, proactive, comfortable working with senior executives, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities

• Manage complex calendars, schedules, meetings, and correspondence for senior executives and leadership team members.
• Coordinate with employees, executives, external providers, and other stakeholders across multiple global time zones.
• Prioritize meeting requests, resolve scheduling conflicts, and anticipate executive and departmental needs.
• Serve as a trusted point of contact while exercising discretion with confidential and sensitive information.
• Coordinate special projects and administrative initiatives for the Controller and Tax departments.
• Prepare complex documents, reports, presentations, correspondence, meeting materials, and agendas.
• Collect and organize information for meetings with internal teams, finance leadership, the CFO, Audit Committee, and outside parties.
• Coordinate travel arrangements and prepare expense reports.
• Maintain contact lists and assist with vendor invoice management.
• Coordinate IT desktop issues and other office-related needs.
• Manage meeting rooms, correspondence, office supplies, and other departmental office services.
• Provide administrative support during financial close periods and other high-volume periods.
• Assist with data collection and communications involving global finance teams.
• Assist with correspondence involving tax authorities, including notices and inquiries.
• Support Tax department operations, including vendor setup, purchase orders, invoice review and approval, budget tracking, documentation, and record management.
• Coordinate with other executive assistants and internal teams as needed.
• Handle additional projects and ad hoc requests from executives and department leadership.

Qualifications

• 7+ years of administrative experience supporting senior-level executives.
• Bachelor’s degree preferred, but not required.
• Strong written and verbal communication skills.
• Experience working with domestic and international teams across multiple time zones.
• Excellent organizational skills with strong attention to detail.
• Ability to manage changing schedules, competing priorities, and a high volume of work.
• Expert proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Strong judgment, problem-solving skills, and ability to work with minimal supervision.
• Ability to respond quickly and appropriately to urgent requests and changing business needs.
• Strong interpersonal skills and the ability to work effectively with employees and leaders at all levels of an organization.
• Self-motivated, decisive, proactive, and comfortable working both independently and as part of a team.
• High level of integrity and discretion when handling confidential or sensitive information.
• Ability to anticipate executive needs and prepare in advance for important meetings and deadlines.
• Flexibility to occasionally start early or work late when business needs require it.
• Comfortable taking on increasing levels of responsibility over time.

Ideal Candidate

The ideal candidate has significant experience supporting senior executives in a complex corporate environment and is comfortable balancing traditional executive-assistant responsibilities with project and operational support. This person should be able to anticipate needs, manage competing priorities, communicate effectively across teams, and keep executive and departmental activities organized and moving forward.