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Executive Assistant

Company: Macias Gini & O'Connell LLP
Location: Irvine
Posted on: June 25, 2022

Job Description:

Overview

At MGO we do a lot more than crunch numbers and prepare filings. Our approach leverages input from throughout our organization - giving everyone a voice and an opportunity to make an impact. Utilizing a state-of-the-art technology platform, we go beyond the numbers to provide invaluable financial and operational insight to a diverse array of dynamic clients - from enduring institutions to disruptive start-ups. By delivering strategic guidance with a personal touch, we are reshaping ideas of what a CPA firm is capable of - and give our professionals the support to self-determine the path their career takes.

Job Details

MGO's Irvine office is looking for a professional and organized Executive Assistant to join the team! The Executive Assistant supports executive partners and COO/Managing Partner and our COO/Partner, with a heavy emphasis on scheduling meetings, taking minutes, preparing word, excel and PowerPoint documents.

The Executive Assistant will receive direction rather than direct supervision, and for some activities, such as complex projects, the Executive Assistant is required to work independently. The Executive Assistant must be flexible, exercise good judgement in a variety of situations, with strong written and verbal communication, administrative and organizational skills. The Executive Assistant will demonstrate strong attention to detail, anticipate needs, and effectively manage multiple tasks at once.

Core Responsibilities

* Data (records) management
* Executes process and workflow improvement programs
* User support service
* In State / Out of State license compliance

Essential Functions

* Coordinates extremely active calendars and schedules appointments/meetings, ensuring all parties are informed of and kept abreast of schedule awareness
* Coordinates meetings including but not limited to preparing and distributing agendas and other meeting materials, reserving, and preparing facilities, and transcribing meeting minutes
* Composes, types, and distributes professional correspondence, memos, and e-mails
* Demonstrates a high level of professionalism in dealing with confidential and sensitive issues
* Strong communication skills in order to communicate to the Partner group as requested to relay messages and reminders from the Managing Partner & COO/Partner via email or phone.
* Compose memos and various other written communication as requested, assist with confidential communication
* Follow up on various items as requested
* Sort through mail for Managing Partner and COO/Partner, & scan as needed
* On Monday's review weekly reminders and agenda for the week with Managing Partner & COO/Partner
* Process reimbursement requests for Managing Partner and Partner
* Process expense report for Managing Partner and Partner's credit card.
* Book travel for Managing Partner & COO/Partner
* Coordinate logistics for all Partner Retreats (Mini and Full)
* Notarize documents as requested

Minimum Qualifications

* Bachelor's degree, 3 to 5 years of related work experience.
* Excellent verbal and written communication skills.
* Intermediate skill set with Microsoft Office and Adobe Acrobat
* Commitment to excellence and high standards (i.e., acute attention to detail).
* Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
* Ability to deal effectively with a diversity of individuals at all organizational levels.
* Good judgment with the ability to make timely and sound decisions.
* Ability to work independently
* Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
* Prior experience in a tax professional environment preferred.

Success Factors

* Ability to perform several tasks concurrently with ease and professionalism.
* Ability to communicate clearly and concisely, verbally and in writing, in English.
* Must be able to keep client matters strictly confidential.
* Must have excellent interpersonal skills and customer service skills.

Why work for MGO?

MGO's professionals take a holistic, multi-disciplinary approach to accounting, financial and advisory services. Our teams collaborate across internal functions and service lines to build institutional knowledge, formulate insight, and deliver efficiencies that make a difference - not only in the marketplace, but in the lives of our clients and team members.

That's why we value characteristics like teamwork, communication, creativity, and leadership when building our teams. We are growing fast, and new opportunities emerge every day. If you're not afraid of pushing the status quo, MGO offers a supportive setting where you can take control of your career while still enjoying the mentorship to develop new skills in an environment where you thrive.

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Keywords: Macias Gini & O'Connell LLP, Irvine , Executive Assistant, Other , Irvine, California

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