Executive Administrative Assistant to COO

$47,840 - $52,000/Yr

Bbsi - Fullerton, CA

Full-time - Entry Level

Fullerton, CA

Fabricated Metal Product Manufacturing

About the position

The Executive Administrative Assistant will provide comprehensive support to the COO and finance department, ensuring efficient office operations and effective communication across teams. This role requires advanced proficiency in Microsoft Excel for data management and analysis, along with strong organizational and multitasking skills to thrive in a fast-paced environment.

Responsibilities

• Create, manage, and update Excel spreadsheets with complex formulas to support financial analysis and reporting.
• Analyze and interpret data to assist the COO in making data-driven decisions.
• Prepare reports, dashboards, and data visualizations as needed.
• Manage calendars, appointments, and meetings for the COO and support the finance team with administrative tasks.
• Organize and maintain files, records, and databases in an efficient and accessible manner.
• Oversee office supply management and order necessary materials in a timely manner.
• Draft, edit, and proofread communications, reports, and presentations for accuracy and clarity.
• Ensure all financial documents and presentations are well-organized and visually appealing.
• Serve as a liaison between the COO, finance team, and other departments.
• Manage and route inquiries professionally and ensure timely follow-up on requests.
• Assist in coordinating departmental meetings, including preparing agendas, taking notes, and distributing minutes.
• Assist in processing invoices, expense reports, and other financial documents as directed.
• Support month-end and year-end closing activities and audits as needed.
• Support special projects and ad hoc assignments for the COO and finance department.

Requirements

• Associate's or Bachelor's degree in Business Administration, Accounting, Finance, or a related field preferred.
• Minimum of 3 years of experience in an administrative role, with direct support to executives or financial teams preferred.
• Strong proficiency in Microsoft Excel, including advanced formulas, pivot tables, charts, and data analysis.
• Proficiency in Microsoft Office Suite (Word, PowerPoint, Outlook) and other productivity software.
• Knowledge of QuickBooks, SAP, or other financial software is a plus.
• Exceptional attention to detail, time-management, and ability to handle multiple priorities.
• Strong written and verbal communication skills, with the ability to professionally interact with internal and external stakeholders.
• Proactive in identifying challenges and implementing solutions to enhance efficiency.
• Ability to handle sensitive information with discretion and professionalism.

Nice-to-haves

• Experience with QuickBooks or similar financial software.