Executive Assistant (Accounting)

Essential Functions

Day-to-day responsibilities

• Provide administrative support to Accounting Senior Managers (70%) and CFO & CAO (30%)
• Assist in the management of the CFO and CAO’s daily calendar
• Involvement in a variety of work projects that provides personal growth
• Be responsive in following up to Managers 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
• Coordinate and schedule internal and external meetings timely including reserving conference rooms and ordering lunches
• Ability to produce quality draft communication, documents, etc. requested by Manager
• Prioritize tasks while being able to quickly pivot when needed
• Coordinate travel arrangements when needed
• Create and/or update excel spreadsheets, power point documents
• Screen incoming calls and determine the level of priority – communicate messages timely
• Keep lines of communication open between yourself and Manager(s) in order to stay organized and prioritize work
• Receive / open mail /prepare FedEx packages
• Prepare expense reports
• Photocopy and scan documents; create binders
• Other general administrative support as required

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
• Set up customized mail merge mailing systems per required investor mailing projects
• Manage of all investor requests, correspondence and document fulfillment
• Annual Investor Conference:  With LBA Event Planner, set up and manage all meeting planning/coordination of conference.  Primary point person for conference presentation preparation.
• Set up & maintain new fund/investor communications tracking & management log & private placement distribution system
• 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.

Education and Qualifications

• Bachelor’s Degree required
• Minimum 3 years supporting a C-Suite Executive

• Financial or legal background is highly desirable

Experience, Skills and Competencies Required

• Handle confidential information with diplomacy and discretion
• Demonstrate the highest level of integrity, confidentiality, and trustworthiness

• Positive and professional attitude, friendly and approachable

• Excellent interpersonal and communication (written and verbal) skills required
• Experience with composing letters, e-mail communication to internal/external customers

• Excellent organizational and time-management skills, with the ability to prioritize workload, multitask, and work under pressure to meet deadlines
• Must adapt to change and be flexible and highly focused on details.
• Must be comfortable working in a fast-paced environment where continuous improvement is expected
• Willing to take direction from many individuals.
• Self-motivated, team player with the ability to work independently and in a team environment
• Tech-savvy and excellent computer skills. Proficient in MS Office.
• Flexible for some after hour availability and follow up
• Previous investor relations and/or accounting experience is highly desirable

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.