Reporting to the CFO, the Office Manager / Executive Assistant is responsible for providing administrative support to the CFO and his personnel , the department's reporting to the CFO. Accuracy and confidentiality are of utmost importance in this position. Experience with financial presentations including banks and board of directors and regulatory reporting are required. This is a fast-paced, demanding role which requires the ability to prioritize and multi-task while delivering a quality product.

Position Duties

Duties may change from time to time at Management's discretion. Duties will include, but are not limited to:

• Assist the CFO by communicating with Board members and coordinating board meetings including book preparations, scheduling and communication with board members and/or their administrative assistants


• Attention to details and organization skills must be advanced for this role.


• Coordinate meetings including reserving meeting rooms, accumulating reference materials, confirming attendees, etc


• Financial and Accounting duties involved in this position:




• Prepare budgets, expense reports, billing, invoices and some accounting and financial duties .


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  • Preparation of various regulatory reports and filings
  
  
  
  




• Assistance with the creation of PowerPoint presentations




• Preparation of financial binders and other reports




• Travel arrangements for the department management and CFO


• Assistance with Excel based reports


• Process and code vendor invoices for approval


• Preparation of monthly expense reports and review of other managements reports for completeness and accuracy


• Create and maintain filing system including legal entity related documents, financial statements, trademarks and tax returns


• Maintenance of regulatory filings and calendar to ensure all deadlines are met


• Distribution of checks processed twice per day to the appropriate departments


• Other departmental filing as needed


• Special projects as assigned


• Assist extensively Additional Administrative personell with errands , and assists Finance personnel as needed


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  • Answer phone calls with the appropriate follow-up and prioritization as to importance, next steps, etc. based on the caller
  
  
  
  

Position Qualifications

• Minimum of 5 years experience in an administrative role preferably in the real estate or property management industry .


• Some working experience in financial duties.


• Working knowledge of Yardi software


• Exposure Financial duties includes creating budgets , expense reports, paying bills , accounts payables, preparing billing and invoices.


• Experience with exposure to confidential information and an understanding of the importance of maintaining such confidentiality including personnel related, legal and financial information


• Experience with tracking of costs to a Budget/Forecast including proper coding of payments


• Strong knowledge of computer applications including Microsoft Excel, Word, Outlook, PowerPoint and Visio


• Experience in the entertainment industry is a plus


• Excellent written and oral communication skills with the ability to communicate clearly, concisely and effectively


• Ability to work in a team environment


• Ability to multi-task and prioritize to meet deadlines including the shifting or priorities with a moment's notice


• Excellent organizational skills with attention to detail and appropriate follow through


• Ability to maintain positive attitude and self-motivate in ast paced, demanding environment