Executive Assistant

We are seeking a highly organized and proactive Executive Assistant to provide top notch administrative support to our Chief Accounting Officer and two Vice Presidents. The ideal candidate thrives in a fast-paced environment, excels at managing priorities and timelines, and approaches every interaction with a strong customer service mindset. Success in this role requires exceptional attention to detail, sound judgment, and the ability to keep processes running smoothly and efficiently

Executive Assistant Responsibilities

• Assist in the management of the daily calendar including coordination and scheduling of internal and external meetings, including reserving conference rooms and understanding tech requirements
• Office and executive support - document organization (including scanning and creating binders), agenda preparation and updates, catering, travel and meal coordination, screen incoming calls
• Other general administrative support
• Expense reimbursements for six Vice Presidents
• Help plan team celebrations such as wedding and baby showers
• Manages gift card tracking
• Receive / open mail /prepare FedEx packages

Human Resources Coordination

• Support logistics for HR team meetings, leadership meetings, trainings, and team member events
• Process HR related invoices and contract administration
• Support onboarding logistics for new hires
• Coordinate team member recognition, engagement and culture initiatives
• Coordinate the annual new hire training event
• Coordinate company-wide HR programs and communications
• Manage team member active directory, anniversary milestones, retirement celebrations
• Maintain strict confidentiality regarding team member and business matters
• HR related ad-hoc projects

Investor Relations Coordination

• Maintain organization of the LBA Investor Portal; investor relations, investor reports, investor distributions, etc.
• Conduct regular audits of entire database to include annual mass investor mailings for purpose of verification of contact(s) information, wire information, commitment, tax ID’s, special instructions
• Establish & manage processes for distribution of all quarterly/annual reports, capital account statements, distribution mailings, capital funding requests to include customized mail merge setups for physical & electronic mailings
• Manage and coordinate yearly investor distributions for tax purposes such as 1099’s, K-1s and Demand Letters

Tax Accounting Coordination

• Assist in receiving requests, validating accuracy and gathering signatures for Form W-9
• Assist in scanning and filing tax notices
• Assist with obtaining signatures on tax documents and saving in the appropriate file
• Manage the tracking and mailing of tax returns, ensuring proof of filing and delivery documentation is maintained
• Maintain legal entity, tax identification, and state registration databases, including updates for new filings and registrations
• Maintain and regularly update the inventory of CLAS-managed entities
• Assist with entity formations, dissolutions, and related documentation

Treasury Management Coordination

• Prepare and manage the setup of new bank accounts, including completion of banking documentation, coordination with banking partners, accounting system setup, online banking enrollment, and Kyriba configuration.
• Maintain existing bank accounts, including account maintenance requests, signer updates, account closures, and periodic reviews.
• Administer and maintain user access across multiple banking platforms and treasury management systems.
• Coordinate electronic payment by preparing and routing payment authorization packages through DocuSign for approval and execution. Monitor payment deadlines and provide cutoff reminders to stakeholders to ensure timely processing.

General

• Involvement in a variety of work projects that provides personal growth
• Be responsive in following up with requests and acknowledging tasks at hand
• Always seek new ways that may deliver greater efficiencies in a fast-paced work environment
• Maintain highest level of confidentiality with information, documents and circumstances that are brought to your attention
• Ability to produce quality draft communication, documents, etc. requested
• Prioritize tasks while being able to quickly pivot when needed
• Create and/or update excel spreadsheets, power point documents
• Keep lines of communication open between yourself and team in order to stay organized and prioritize work

Qualifications

• Bachelor's degree or equivalent experience
• Proficient in Microsoft Office suite
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills