Business Management - Executive Assistant

NKSFB•Los Angeles, CA

2d•Onsite

About The Position

NKSFB is seeking an experienced Executive Assistant to support a team of partners by providing high-level administrative, operational, and strategic support to ensure partners’ time, priorities, and communications are managed efficiently and with discretion. This role serves as a trusted liaison between the partners and internal teams, clients, and external stakeholders, requiring exceptional judgment, organization, and confidentiality. The Executive Assistant proactively manages schedules, coordinates complex projects, and anticipates needs to enable the partners to focus on leadership, client relationships, and business growth.

Requirements

Competency in Microsoft applications including Word, Excel and Outlook.
Light bookkeeping skills, preferably using software (i.e., QuickBooks, Xero, Sage, etc.)
Self-motivated with excellent organization skills
Strong verbal and written communication skills a must
Attention to detail and ability to multitask is an assets
Strong organizational and problem-solving skills
Exceptional interpersonal skills
Friendly and professional demeanor
Ability to work well with a team and pitch in when needed
High School Diploma

Responsibilities

Attend to phone calls from clients and update the partner with the call list.
Schedule executive meetings, including lunches and dinners.
Get lunch for partner or partner meetings as needed.
Other light errands as needed – Coffee, Bank Drops, FedEx, Post Office
Greet and receive visitors.
Prepare correspondence to clients or outside vendors.
Coordinate and arrange dial-in and conference calls.
Coordinate, assemble, and deliver financial meeting packages.
Schedule, book airfare, hotel, dining reservations, itinerary preparation, etc.
Review partner credit card statements for accuracy, coding and deliver to bookkeeper for payment process payments and submit expense reimbursements timely.
Filing and organization of client documents.
Scanning documents into the firm document management system
Liaison between partner and IT to ensure partner equipment is working properly.
Notification and tracking of Continuing Professional Education (CPE) credits and Certified Public Accountant (CPA) license renewals.
Prepare and send engagement letters and supporting documentation to new clients.
Track receipt of engagement letters, pre-signed forms, and demographic information sheets from new clients.
Update client database with new client information.
Track tasks for partners that have been completed and are in process.
Track and record partners’ time sheets in the internal billing system.
Keep track of partner miles, points, and subscriptions.
Dial in phone calls for partners.
Respond to urgent meeting requests via cell phone or at home when needed.
Open and sort partner mail.
Coordinate partner signing of checks, wires and urgent requests.
Strict confidentiality is required.
Other related duties as assigned.