Job Description

EXECUTIVE ASSISTANT / BOOKKEEPER

REPOTS TO CEO AND MANAGING PARTNERS

Los Angeles, CA 90023

Classification- Exempt

JOB DESCRIPTION

We are an organization with focus on real estate, accounting ,  and distribution of  fabrics.

We are looking for an Executive Assistant to contribute to the growth of our company. This is an opportunity to work alongside individuals who are united by a strong sense of teamwork, service, and excellence.

You will assist the CEO  across in a wide array of real estate, accounting and distribution  endeavors, ensuring accurate, timely and professional administration of the organization. The ideal candidate must be extremely organized, have working proficiency in bookkeeping and Quickbooks, be able to work independently with little day-to-day supervision, have strong communication skills, and be able to manage highly sensitive/confidential information with complete discretion. MOTIVATION, INTELLIGENCE , AND CREDIBILITY ARE THE CORE PRINCIPLES REQUIRED FOR THIS POSITION.

ESSENTIAL FUNCTIONS

1.      Bookkeeping

2.      Supervision and coordination

3.      Business Administration

4.      Manage day to day schedules in such a way that the executive is able to complete their obligations in an organized and efficient way.

5.      Coordinate internal and external meetings including but not limited to team meetings, full staff meetings, all hands meetings, off- site meetings, one-on-one meetings, etc.

6.      Assist with PowerPoint presentations; Microsoft and Google applications when needed.

7.      Follow up on various activities and projects as directed to ensure deadlines are met.

8.      Reviewing and responding to emails on behalf of the CEO.

9.      Draft memos and conduct content-related research.

10.  Maintain organizing digital filing system for electronic documents.

11.  Administrative duties such as filing, typing, copying, scanning, answering telephones and responding to emails.

12.  Manage team communication (verbal and written).

13.  Handle business travel bookings/arrangements

14.  Manage other special projects and workflows as needed.

15.  Serve as a representation of the company in relation to transmitting correspondence, coordinating meetings, etc. Represent company with diplomacy, sensibility, and thoughtfulness.

16.  This role requires candidates to be a commutable distance to our office in Los Angeles.

MINIMUM REQUIREMENTS

·         Minimum of 3+ years of applicable administrative experience.

·         Skillful execution of administrative activities, with high attention to detail, organization and process.

·         Experience with the setting up and management of virtual meetings and tools e.g and conference calls.

·         Strong teamwork skills; and a confident ability to offer suggestions to process and work very collaboratively with others.

·         Strong relationship management skills, ability to build a personal network throughout the company.

·         Project Coordination experience needed at an intermediate complexity.

·         Strong oral and written communication. Ability to communicate clearly and effectively with senior leaders and external partners. Strong communication and interpersonal skills in listening.

·         Previous experience partnering with senior management in a fast paced, innovative environment.

·         Experience working with/in large administrative teams.

·         Very strong technical competency, specifically with MS Word, Excel, PowerPoint, Gmail, and Google Calendar.

·         Customer centric orientation.

·         flexibility in response to changing priorities and needs.

·         Proven ability to manage projects, work under pressure and consistently make deadlines.

·         Demonstrate ability and willingness to continuously acquire new competencies and accept new challenges.

·         Have the ability to handle confidential material with the utmost discretion.

·         Ensure communications are clear, thorough, and specific, with attention to follow-through.

·         Proficiency in bookkeeping, including familiarity with general ledger, accounts payable, accounts receivable, balance sheets, and income statements

·         Apparel Fashion Manufacturing Production Experience is a plus

·         Exposure to payroll and/or employee benefit administration

·         Bachelor’s Degree in finance , accounting or business administration