Bilingual Executive Assistant
1 month ago
Job Title: Executive Assistant(Bilingual Japanese/English)
Location: El Segundo, California
Reports to: Senior Project Manager/Analyst
Industry: Financial
Job Overview:
We are seeking a highly organized and proactive Executive Assistant to support senior
leadership in managing the Mergers and Acquisitions (M&A) deal pipeline. The ideal
candidate will be involved in the entire M&A process, providing comprehensive
administrative support, including project coordination, travel arrangements, office
management, and back-office tasks, to ensure seamless execution of all M&A activities.
Key Responsibilities:
1. Executive Support:
o Manage and coordinate the executive's calendar, scheduling meetings, appointments, and conference calls.
o Organize domestic and international travel, including flights, accommodations, and ground transportation for senior executives.
o Prepare and compile presentations, reports, and documents required for M&A meetings and negotiations.
o Handle confidential correspondence, emails, and phone calls related to M&A transactions.
o Support communication with key stakeholders, including external advisors, legal teams, and financial institutions.
2. M&A Deal Pipeline Management:
o Track and monitor the M&A deal pipeline, ensuring timely updates on the progress of ongoing deals.
o Maintain and manage M&A-related documents such as non-disclosure agreements (NDAs), term sheets, and due diligence checklists.
o Coordinate data rooms and manage document distribution for due diligence and post-merger integration.
o Assist with scheduling and organizing meetings with investment bankers, legal counsel, and other M&A advisors.
o Organize and attend M&A pipeline review meetings, capturing minutes and following up on key action items.
3. Administrative and Back-Office Support:
o Perform general office duties such as photocopying, scanning, and filing important documents related to M&A transactions.
o Organize and maintain physical and electronic filing systems to ensure confidentiality and accessibility.
o Prepare expense reports for executives and handle invoice processing related to M&A activities.
o Order office supplies and manage equipment or technology needs for the executive team.
o Ensure smooth day-to-day office operations, including handling incoming and outgoing mail, courier services, and deliveries.
o Arrange catering and meeting logistics for in-house and offsite M&A meetings, including setting up conference rooms, video conferencing equipment, and materials.
4. Project Coordination:
o Assist in coordinating various workstreams during the M&A process, from deal sourcing to closing.
o Develop and manage project timelines, ensuring milestones and deadlines are met.
o Facilitate cross-functional communication between departments (finance, legal, and operations) involved in M&A activities.
o Help to follow up on action items and assist with project tracking for all M&A transactions.
5. Travel & Meeting Arrangements:
o Organize comprehensive travel itineraries for senior executives and their teams involved in M&A activities.
o Coordinate travel logistics, including last-minute changes, visa arrangements, and meeting scheduling during travel.
o Arrange in-person or virtual meetings with key stakeholders, ensuring appropriate meeting materials and travel documents are prepared.
6. Confidential Document Management:
o Handle sensitive and confidential documents with the utmost discretion, ensuring secure management and access.
o Manage the preparation and distribution of legal documents and agreements for M&A transactions.
o Support in organizing virtual and physical data rooms for due diligence processes.
Skills and Qualifications:
• Experience: 5+ years of experience as an Executive Assistant, with experience in M&A or corporate development preferred.
• Back-Office Skills: Proven experience with general office duties including photocopying, filing, handling correspondence, and managing office supplies.
• M&A Knowledge (Optional): Familiarity with M&A processes, deal pipeline management, and corporate transactions.
• Project Management: Strong project management skills, including the ability to manage multiple tasks and stakeholders effectively.
• Communication: Excellent verbal and written communication skills. Able to engage with C-level executives, external partners, and team members in a professional manner.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and virtual data room platforms; experience with project management tools is a plus.
• Organizational Skills: Exceptional organizational skills, with the ability to handle
multiple tasks simultaneously while maintaining a high degree of accuracy.
• Confidentiality: Ability to handle sensitive information with discretion and professionalism.
• Education: Bachelor’s degree preferred or equivalent experience in business administration, finance, or a related field.
Preferred Skills:
• Experience in working with investment banks, private equity firms, or corporate development teams.
• Familiarity with legal documents and agreements related to M&A transactions.
• Proficiency in CRM systems for tracking deal progress.
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