Executive Assistant

Acara Solutions is looking for an Executive Assistant for our client located in El Segundo, CA

• The Executive Assistant position is responsible for the Tax Department leadership team and reports directly to the SVP Tax.
• The position is responsible for general administrative support.
• Manage a busy schedule, calendar, and correspondence for the SVP ('SVP') and leadership.
• The SVP and leadership team have multiple meetings, and extensive communication with direct reports, staff, colleagues, and external providers in various time zones globally.
• Prioritize inquiries and requests while troubleshooting conflicts, and make judgments and recommendations to ensure smooth day-to-day engagements.
• Complete efficiently and accurately a broad variety of administrative tasks that facilitate the Tax Department's ability to effectively lead the organization, including assisting with special projects, coordinating IT desktop issues, designing and producing complex documents, reports, and presentations as needed, collecting and preparing information for meetings with staff and outside parties, composing and preparing correspondence, maintaining contact lists, making travel arrangements, assisting with the budgeting process and budget reconciliation and payment of vendor invoices, organize and clean up files and file room, and completing expense reports.
• Assist in managing the Tax Department's professional fee budget.
• Prepare quarterly professional fee accruals. Manage the receipt and payment of vendor invoices.
• Assist department with physical record retention, managing records both onsite and offsite, and facilitating data requests with 3rd party offsite storage providers.
• Manage all aspects of the department's office services including phone coverage, booking meeting rooms, and supply management and replenishment.
• Juggle multiple tasks and projects accurately, including support of the department during the close process, with the ability to grow to take on more in support of the team.
• Execute other ad hoc requests from the executive and department.

Pay and Benefits:

• At least a High School Diploma or GED.
• Minimum of 7 years' experience in administrative support at the senior executive level.
• Minimum of 7 years' experience working with international and domestic teams, multiple time zones, and multiple languages.

• Bachelor's Degree.
• Good verbal and written communication skills.
• Good organizational skills and attention to detail.
• Able to make appropriate, informed decisions regarding priorities and available time.
• Ability to deal with and handle changing schedules quickly and efficiently.
• Expert proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Good problem-solving skills are necessary.
• Excellent interpersonal skills, which will enable him/her to interact with a range of personalities and styles and to establish effective relationships at all levels of the organization.
• Be goodly self-motivated, decisive, and able to work in a fast-paced environment.
• Be proactive and capable of working as a member of a team, as well as independently.
• Possess a commitment to take on increasingly greater levels of responsibility.
• Be trusted and loyal and maintain a high level of integrity and discretion in handling confidential and sensitive information.
• Cultural sensitivity towards employees and visitors.
• Understanding of how to represent an executive office and acting with sensitivity around this.
• Ability to think ahead, anticipating important needs and meetings.

Additional Information: