Executive Assistant

Job Description

Job Description

We are looking for a dedicated and detail-oriented Executive Assistant to support the Office of the Chief Financial Officer and collaborate with the agency's board committee. This position involves managing schedules, coordinating special projects, and preparing essential business materials. As a vital link between executive leadership, board members, and external stakeholders, you will play a key role in ensuring seamless communication and execution of strategic priorities. This is a long-term contract position based in Montebello, California.

Responsibilities :

• Handle sensitive and confidential information related to financial, legal, and personnel matters with discretion.
• Manage complex calendars, schedule appointments, and coordinate detailed travel arrangements for executive leadership.
• Prepare expense reports, draft correspondence, take minutes during meetings, and compile documents for follow-up actions.
• Assist with board-related activities, including meeting arrangements, record-keeping, and dissemination of information via board portal systems.
• Develop and edit presentations, reports, and other materials for finance and program operations leadership.
• Organize and prepare agendas and materials for team meetings, ensuring follow-up actions are tracked and completed.
• Plan and execute divisional events, workshops, and cross-functional meetings, including synthesizing outputs and facilitating next steps.
• Maintain the finance department calendar, manage internal communications, and update intranet content related to financial operations.
• Process vendor payments, manage incoming check deposits, and coordinate department supplies and mail operations.
• Support the documentation and streamlining of departmental procedures to enhance operational efficiency.
• Minimum of 3 years of experience in an executive assistant or similar administrative role.
• Proficiency in calendar management and scheduling executive meetings.
• Strong skills in arranging and coordinating travel plans, including booking accommodations and itineraries.
• Expertise in creating agendas, managing task lists, and preparing board presentations.
• Advanced knowledge of Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Ability to maintain vendor files and process payments with accuracy.
• Experience in coordinating events and workshops, ensuring smooth execution and follow-up.
• Excellent organizational and communication skills, with the ability to handle multiple tasks and prioritize effectively.