Executive Assistant
Florida Crystals / ASR Group•West Palm Beach, FL
•Onsite
About The Position
The Executive Assistant supports senior FCC executives by providing advanced administrative, financial coordination, and corporate governance support. This role serves as a key liaison across Finance, Accounting, Treasury, Legal, and Operations, ensuring timely processing of financial documentation, regulatory filings, executive reporting, and board-related materials. The position requires a high degree of confidentiality, accuracy, and independent judgment.
Requirements
- Associate’s degree or equivalent combination of education and experience required; Bachelor’s degree preferred.
- Significant experience providing executive-level administrative support, preferably within finance, accounting, or corporate environments.
- Strong knowledge of expense processing, financial documentation, and compliance-driven workflows.
- Proficiency in Microsoft Outlook, Excel, Word, PowerPoint, and SharePoint.
- Exceptional organizational skills, attention to detail, and ability to manage multiple priorities.
- Demonstrate discretion and professionalism in handling confidential information.
Responsibilities
- Manage complex executive calendars, travel arrangements, correspondence, expense reporting, and meeting logistics.
- Monitor executive communications and maintain confidential files, binders, and corporate records.
- Coordinate preparation of agendas, materials, minutes, and follow-up for executive, finance, and operations meetings.
- Provide general administrative coverage, including mail distribution and switchboard support as needed.
- Process, review, and coordinate approval of invoices, expense reports, check requests, and advances in compliance with FCC policies.
- Serve as primary liaison with Accounting, Treasury, and Accounts Payable to ensure accurate coding, documentation, and timely payments.
- Maintain debt schedules; prepare wire transfers; track loan interest, fees, and covenant reporting requirements.
- Support annual audits, bank confirmations, and reconciliation of financial documentation.
- Maintain petty cash accounts, reconciliations, and related reporting.
- Coordinate recurring regulatory filings and certifications (e.g., Producer Price Index, GMEI, DTCC, DDTC, Atlantic Creek).
- Maintain compliance calendars and ensure timely filings, renewals, and required reminders.
- Compile, review, and distribute monthly and annual finance, operations, and legal update reports.
- Prepare and coordinate materials for FCC and affiliated board and committee meetings.
- Assist with dividend processing, shareholder communications, and distribution of audited financial statements.
- Maintain confidentiality of executive, financial, and legal information at all times.
- Maintain electronic and hard-copy financial, legal, and corporate records in accordance with FCC retention standards.
- Administer SharePoint repositories, including document organization, scanning, uploads, and user access permissions.
- Coordinate continuing professional education (CPE) sessions and maintain participation records.
- Support tax department administrative needs, including certified mailings and deadline tracking.
- Provide administrative support to affiliated offices and special corporate initiatives as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
Associate degree
