Executive Assistant

1 month ago

Newport Beach, United States Sweet James LLP Full time
Job DescriptionJob Description

Sweet James is seeking an enthusiastic, self-motivated individual for the position of Executive Assistant at our corporate headquarters in Newport Beach, California. This position provides high-level support to a Partner of the firm. The Executive Assistant must be a widely skilled and highly flexible team member. The Executive Assistant must handle sensitive and complex issues in a professional and objective manner, thinking proactively and taking initiative with heavy focus on financial administration support on behalf of the Partner. The ideal candidate is self-directed and able to concentrate on multiple problems/tasks at once, thriving in a fast-paced entrepreneurial environment.

Financial and Budgetary Support

  1. Bookkeeping:
    • Maintain accurate and up-to-date financial records for both personal and business accounts.
    • Reconcile bank statements, credit card statements, and financial transactions.
    • Prepare and maintain general ledgers and financial reports.
  2. Tax Preparation and Compliance:
    • Coordinate with tax advisors to prepare and file tax returns.
    • Ensure compliance with all federal, state, and local tax regulations.
    • Maintain tax records and documentation for audit purposes.
  3. Expense Management:
    • Track, categorize, and reconcile executive’s personal and business expenses.
    • Prepare detailed expense reports and ensure timely reimbursement.
    • Monitor budgets and provide regular financial updates.
  4. Financial Planning and Analysis:
    • Assist in developing and monitoring budgets for both personal and corporate finances.
    • Conduct financial analysis and provide insights and recommendations.
    • Prepare financial summaries, forecasts, and reports to aid in decision-making.

Executive Administrative Support

  1. Calendar Management:
    • Schedule and manage all executive meetings, appointments, and events.
    • Coordinate and prioritize meeting requests, ensuring efficient time management.
    • Prepare and distribute daily agendas and reminders.
  2. Travel Coordination:
    • Arrange detailed travel plans including flights, accommodations, transportation, and itineraries.
    • Ensure all travel arrangements align with executive preferences and company policies.
  3. Communication Management:
    • Act as the primary point of contact between the executive and internal/external stakeholders.
    • Screen and prioritize emails, calls, and correspondence, responding on behalf of the executive as needed.
    • Draft, proofread, and edit correspondence, reports, and presentations.

Personal Support

  1. Personal Financial Management
    • Oversee personal financial matters like bill payments.
    • Coordinate with financial advisors, accountants, and other professionals to manage personal finances.
  2. Personal Tasks:
    • Manage personal appointments, events, and household matters as required.
    • Coordinate family activities, travel arrangements, and personal errands.
  3. Confidentiality and Discretion:
    • Handle sensitive and confidential information with the utmost discretion and professionalism.
    • Ensure privacy in all personal and professional matters.

Operational and Strategic Support

  1. Project Management:
    • Oversee and coordinate special projects, ensuring timely completion and alignment with company goals.
    • Assist in the preparation of project proposals, reports, and presentations.
  2. Event Planning:
    • Plan and execute corporate events, meetings, and conferences.
    • Manage logistics, vendor relationships, and budgets for company events.
  3. Executive Meetings:
    • Prepare and distribute meeting materials, agendas, and minutes.
    • Coordinate and manage logistics for executive meetings.
  4. Research and Analysis:
    • Conduct research and compile data for reports, presentations, and decision-making.
    • Provide insights and recommendations based on research findings.

Skills and Qualifications

  • Education: Bachelor’s degree in Finance, Accounting, Business Administration, or a related field required
  • Experience: Minimum of 5-7 years of experience supporting C-level executives with a strong financial background.
  • Skills:
    • Exceptional organizational and time management skills.
    • Strong financial acumen and experience with bookkeeping, tax preparation, and financial analysis.
    • Proficiency in accounting software, Microsoft Office Suite, and other relevant software.
    • Strong written and verbal communication abilities.
    • Ability to multitask and prioritize in a fast-paced environment.
    • High level of discretion and professionalism.
    • Strong problem-solving and decision-making skills.

Personal Attributes

  • Professionalism: Maintains a high level of professionalism and confidentiality.
  • Detail-oriented: Pays close attention to details, ensuring accuracy and completeness.
  • Proactive: Takes initiative and anticipates needs without being prompted.
  • Adaptable: Able to adapt to changing priorities and handle unexpected situations effectively.
  • Reliable: Dependable and able to consistently meet deadlines and commitments.
Company DescriptionSweet James is a renowned law firm dedicated to providing exceptional legal services. Our team is driven by a commitment to excellence, client satisfaction, and continuous improvement. Joining Sweet James means becoming part of a supportive and collaborative work environment where your skills and contributions are valued.Company DescriptionSweet James is a renowned law firm dedicated to providing exceptional legal services. Our team is driven by a commitment to excellence, client satisfaction, and continuous improvement. Joining Sweet James means becoming part of a supportive and collaborative work environment where your skills and contributions are valued.

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