Executive Assistant II

Aston Carter•Culver City, CA

1d•$32 - $32•Onsite

About The Position

This Executive Assistant II role supports multiple Directors in Accounting and plays a critical part in enabling a high-performing, fast-paced organization. You will manage a high volume of complex administrative tasks, including sophisticated calendar management, domestic and international travel coordination, expense processing, and the planning of events such as team meetings, town halls, and other department gatherings. The position requires a customer-obsessed, highly motivated professional who can operate with minimal guidance, handle confidential information with discretion, and partner effectively with senior leaders. This is fully onsite in Culver City, CA.

Requirements

At least 5+ years of experience supporting senior leaders or senior management in an executive assistant or similar administrative role.
Demonstrated experience managing complex calendars for multiple leaders across several time zones using Microsoft Outlook.
Proven event planning experience, including organizing team events, town halls, and leadership meetings.
Hands-on experience coordinating domestic and international travel, including arranging visas and handling last-minute changes.
Experience preparing and managing expenses, ideally using Concur, with strong attention to accuracy and compliance.
Excellent PC skills with strong working knowledge of Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
Impeccable attention to detail and the ability to complete a high volume of tasks and projects with minimal guidance.
Strong verbal and written communication skills, with the ability to communicate clearly and professionally with senior stakeholders.
Ability to make smart, timely decisions and to react with appropriate urgency to situations requiring quick turnaround.
High levels of integrity and discretion in handling confidential and sensitive information.
Demonstrated ability to switch gears quickly and manage changing priorities in a fast-paced environment.
Proven track record of ownership, taking responsibility for tasks and seeing them through to completion.
Demonstrated bias for action, with a proactive approach to problem solving and task execution.
Commitment to insisting on the highest standards in work quality, accuracy, and professionalism.
High school diploma or equivalent as a minimum educational requirement.

Responsibilities

Provide comprehensive executive support to multiple Directors in Accounting, ensuring their day-to-day operations run smoothly and efficiently.
Manage complex calendars for several leaders across multiple time zones using Microsoft Outlook, including scheduling, rescheduling, and prioritizing meetings and events.
Monitor and track Director meetings, priorities, and emails, and act as a proxy when appropriate to ensure timely responses and follow-through on critical items.
Effectively prioritize a high volume of incoming requests and information, ensuring that the appropriate level of urgency is applied to each task.
Coordinate and manage extensive domestic and international travel, including flights, accommodations, ground transportation, and visa arrangements as needed.
Prepare, submit, and reconcile expense reports, ideally using Concur, ensuring accuracy, timeliness, and compliance with company policies.
Organize and execute team events, town halls, and other internal meetings, including logistics, invitations, materials, and on-site coordination.
Support the planning and execution of meetings at headquarters and other locations, including managing later-day schedules when required for events or leadership meetings.
Maintain a high level of professionalism and discretion when handling confidential information and interacting with senior professionals inside and outside the organization.
Draft, edit, and proofread correspondence, presentations, and other documents, ensuring clear, concise, and professional communication.
Switch seamlessly between tasks and priorities at short notice, maintaining accuracy and attention to detail in a fast-paced environment.
Demonstrate strong ownership of tasks and processes, proactively identifying issues, proposing solutions, and driving actions to completion.
Apply a bias for action by anticipating needs, resolving issues quickly, and responding promptly to time-sensitive requests.
Insist on the highest standards in all administrative processes, continuously seeking ways to improve efficiency and quality.
Support process improvements within the executive support function, and contribute ideas to streamline workflows and enhance productivity.
Collaborate effectively with other assistants and cross-functional partners to coordinate schedules, share information, and support broader team initiatives.
Maintain organized records, files, and documentation related to meetings, travel, expenses, and events.
Adapt to evolving business needs, including potential changes in scope, responsibilities, or supported leaders over time.