Administrative Assistant, Finance
- Costa Mesa, CA
- Permanent
- Full-time
- You will be a key member of the North America finance team
- Handle scheduling of high priority recurring and ad hoc meetings with North America CEO, CFO, and business unit presidents
- Proactively schedule forecast, budget, and other recurring meetings several quarters in advance
- Stay on top of organizational changes, proactively updating invites to reflect leadership changes across eight business units and multiple corporate functions
- Use a high level of confidentiality as the communication gatekeeper to facilitate communication, and escalate issues to ensure team deliverables are met, including the tracking and scheduling of calendar and events
- Provide support by being able to develop and prepare Excel, and PowerPoint (must be advanced) documents and presentations
- Be established as the subject matter expert in Outlook for the team, and a resource to help get the most effective and efficient use out of the software
- Be an Interface with the team, clients, vendors and internal support groups in a professional and confident manner
- Make arrangements and reservations for events, meetings, training, and conference calls.
- Prepare/maintain calendars, coordinate travel planning, reservations and arrangements.
- Support audit scheduling, tracking of schedules, submissions etc.
- Process expense reports finance team on internal culture-building efforts—supporting employee engagement initiatives, team events, all-team meetings and recognition programs
- Lead with day-to-day office operations for NA finance, including liaising with facilities and technology departments for office supplies and equipment
- This is a hybrid position – requires 2-3 days in the Costa Mesa office
- Minimum 5 years supporting senior executives
- Excellent project management skills and proactive management of leader calendars
- Advanced-level user of O365 suite including PowerPoint, Excel, and Outlook software
- Experience using Copilot and Ai tools
- Experience using Canva for presentations and visual presentations
- Experience collaborating and being a back-up for other EAs
- Great compensation package and bonus plan
- Core benefits including medical, dental, vision, and matching 401K
- Flexible work environment, ability to work remote, hybrid or in-office
- Flexible time off including volunteer time off, vacation, sick and 12-paid holidays
- Explore all our exciting benefits here: