Accounting Executive Assistant

Primary Responsibility:

Accounting Executive Assistant - Reporting to the Controllers, The Executive Assistant will be responsible for all support functions for the Accounting Department, supporting a team of several Accounting professionals. The ideal candidate will be able to handle confidential information with the utmost professionalism.

Specific Responsibilities include:

  • Accounting Group Responsibilities

    • Private Equity Investment Funds

      • Scan and save quarterly documents for retention purposes

      • Backup person in maintaining the investor website and database

      • Assist with SEC and Treasury filings

      • Prepare quarterly hardcopy and PDF valuation binders and portfolio summary binders

      • Track portfolio company documents to/from vendor

      • Assist with providing information in response to KYC/information requests from third parties

    • Corporate

      • Full responsibility for internal document sharing on Intralinks system

      • Prepare and assist with myriad of correspondence and compliance’s with internal investment staff; rack return of documents and ensure files are organized and maintained on Intralinks

      • Scan, organize and mail weekly payable to vendors; maintain required tax forms for vendors

    • Retirement Plans

      • Data entry to spreadsheets and proprietary investment database

      • Assist with mailing of quarterly retirement plan statements

    • General

      • Download monthly bank statements from website and track bank fees

      • Coordinate signatures on legal and accounting documents

      • Create, bookmark and maintain PDF binders of key documents

      • Assist with confirmations for annual audits

      • Prepare prior year audited financial statements for current year edits

      • Complete annual online filings

  • General Administrative Responsibilities

    • Copy, fax, mail/overnight shipments for the Accounting Department

    • Schedule meetings/calls and other logistics as needed

Job Qualifications:

  • Excellent verbal and written communication skills

  • Strong organizational skills and attention to detail

  • Ability to prioritize multiple tasks in a dynamic, deadline-driven environment

  • Ability to handle confidential information with discretion

  • Strong computer skills (MS Word, Excel, Adobe, PowerPoint, Outlook)

  • Prior experience in a corporate setting desired

  • Financial services industry experience is a plus but not required

  • A college degree is a plus

Characteristics of an Outstanding Performer:

  • An intelligent and confident person with a “can-do” attitude and sense of humor who quickly becomes respected by Management, staff, and all outside parties

  • A mindful individual who respects confidential information and knows how to manage sensitive and personal information

  • A hard worker with a “roll up your sleeves” attitude who is motivated to do whatever it takes to get the job done

  • A self-starter that helps identify where he or she can add value and enjoys taking on new tasks

  • A dedicated, detail-oriented, enthusiastic and energetic professional who has:

o   A high degree of service orientation towards everyone inside and outside the organization

    • A high standard of integrity, character and professionalism

    • An ability to prioritize workflow in a challenging and evolving environment

    • Solid communication skills, both written and verbal

    • Strong analytical, organizational and interpersonal skills

    • An ability to work both independently and as part of a team

    • An ability to positively interact with all levels of partners and staff

    • A sense of urgency

    • A great deal of pride in his or her work

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