We're looking for a Full-Time Executive Assistant for a Financial Manager in Hollywood. You will be joining a small team of 7 that includes 3 bookkeepers and another part-time EA. Typical hours will be Mon-Fri 9am-6pm. The ideal candidate is very business-oriented, a team player, and has strong attention to detail. Must be good with numbers, and have some light bookkeeping and office management experience.

Responsibilities include:

• Administrative and organizational support
• Managing employer's schedules
• Managing the schedules of the bookkeepers and their workflow
• Reviewing bookkeepers' weekly work before sending to client
• Ordering office supplies
• Overseeing and maintaining office functions and equipment
• Performing data entry in Quick books
• Managing schedule for weekly podcast
• Overseeing social media for podcast
• Processing incoming/outgoing mail

 

Skills:

• Attention to Detail: A keen eye for accuracy is essential in handling financial documents, reports, and schedules. You must be able to spot inconsistencies and errors in financial data, helping to maintain the integrity of financial records.

• Strong Communication Skills:

• Verbal Communication: Clear and concise communication when interacting with the financial manager, team members, clients, or stakeholders is essential. You must be able to convey complex information in an understandable way.

• Written Communication: The ability to draft and proofread emails, reports, and other business correspondence. Clear and professional writing is essential, especially when dealing with financial documents or communicating with clients.

• Organizational Skills: Must be able to manage a variety of tasks, from organizing meetings and calendars to managing financial documents and tracking deadlines. Strong time management and multitasking abilities are crucial.
• Tech-Savvy and Financial Software Proficiency:

• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word) is essential, with an emphasis on Excel for managing data, creating reports, and analyzing financial information.

• Familiarity with financial management software, such as QuickBooks, SAP, or other accounting tools, would be highly beneficial.

• Ability to work with cloud-based tools (e.g., Google Drive, Dropbox) and virtual meeting platforms (e.g., Zoom, Microsoft Teams).

• Confidentiality and Discretion: Given the sensitive nature of financial data, you must demonstrate the utmost discretion and maintain confidentiality when dealing with financial information, personnel records, and other sensitive documents.
• Problem-Solving Abilities: Ability to troubleshoot and resolve administrative and organizational challenges quickly and effectively, ensuring that the financial manager's schedule and duties are not disrupted.
• Proactive and Resourceful: You should be proactive, anticipating the financial manager’s needs and providing solutions to support them. Being able to manage multiple projects and priorities without constant supervision is key.
• Time Management: The ability to prioritize tasks and manage deadlines effectively, ensuring that the financial manager's schedule runs smoothly while managing other administrative duties.
• Understanding of Basic Financial Terminology: While not required to handle financial tasks directly, a basic understanding of financial terminology and processes is beneficial for communication and understanding the nature of the work being done.
• Professionalism and Interpersonal Skills: You will be interacting with clients, vendors, and other business partners. Professionalism and the ability to maintain positive relationships are key to success.

Education and Experience:

• A bachelor’s degree in business administration, finance, accounting, or a related field is preferred, although equivalent work experience may be considered.
• At least 3–5 years of experience in an executive assistant role, preferably supporting senior management in a financial setting.

Salary: DOE

Posted On: Monday, March 31, 2025