Executive Administrative Assistant

7 days ago

Fullerton, United States BBSI Southern California Full time
Job DescriptionJob Description

Job description

We are seeking a highly organized and detail-oriented Office Administrator to support our COO and finance department. The ideal candidate will possess advanced skills in Microsoft Excel, including proficiency in a variety of formulas and data analysis techniques. This role requires a professional with excellent organizational, communication, and multitasking abilities, who can work effectively in a dynamic, fast-paced environment's

Must be Microsoft Excel Advanced

Key Responsibilities:

  • Excel & Data Management:
  • Create, manage, and update Excel spreadsheets with complex formulas (e.g., VLOOKUP, XLOOKUP, SUMIF, IF, pivot tables) to support financial analysis and reporting.
  • Analyze and interpret data to assist the COO in making data-driven decisions.
  • Prepare reports, dashboards, and data visualizations as needed.
  • Office Administration:
  • Manage calendars, appointments, and meetings for the COO and support the finance team with administrative tasks.
  • Organize and maintain files, records, and databases in an efficient and accessible manner.
  • Oversee office supply management and order necessary materials in a timely manner.
  • Document Preparation & Review:
  • Draft, edit, and proofread communications, reports, and presentations for accuracy and clarity.
  • Ensure all financial documents and presentations are well-organized, visually appealing, and ready for internal or external use.
  • Communication & Coordination:
  • Serve as a liaison between the COO, finance team, and other departments.
  • Manage and route inquiries professionally and ensure timely follow-up on requests.
  • Assist in coordinating departmental meetings, including preparing agendas, taking notes, and distributing minutes.
  • Accounts Support:
  • Assist in processing invoices, expense reports, and other financial documents as directed.
  • Support month-end and year-end closing activities and audits as needed.
  • Project Support:
  • Support special projects and ad hoc assignments for the COO and finance department.
  • Conduct research, compile data, and provide insight to support decision-making and strategic planning.

Qualifications:

  • Education: Associate’s or Bachelor’s degree in Business Administration, Accounting, Finance, or a related field preferred.
  • Experience: Minimum of 3 years of experience in an administrative role, with direct support to executives or financial teams preferred.
  • Technical Skills:
  • Excel Expertise: Strong proficiency in Microsoft Excel, including advanced formulas, pivot tables, charts, and data analysis.
  • Proficiency in Microsoft Office Suite (Word, PowerPoint, Outlook) and other productivity software.
  • Knowledge of QuickBooks, SAP, or other financial software is a plus.
  • Organizational Skills: Exceptional attention to detail, time-management, and ability to handle multiple priorities.
  • Communication: Strong written and verbal communication skills, with the ability to professionally interact with internal and external stakeholders.
  • Problem Solving: Proactive in identifying challenges and implementing solutions to enhance efficiency.
  • Confidentiality: Ability to handle sensitive information with discretion and professionalism.

 

BBSI provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. BBSI provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

California applicants: to see how we protect your data, visit our website at https://www.bbsi.com/privacy-notice-california-applicants

Company DescriptionBBSI provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
California applicants: to see how we protect your data, visit our website at https://www.bbsi.com/privacy-notice-california-applicants.Company DescriptionBBSI provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.\r
California applicants: to see how we protect your data, visit our website at https://www.bbsi.com/privacy-notice-california-applicants.

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