Executive Assistant, Finance and Accounting at ACCO Engineered Systems

Pasadena, California, United States -

Full Time

Start Date

Immediate

Expiry Date

20 Jul, 26

Salary

48.19

Posted On

21 Apr, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar management, Executive support, Communication, Microsoft Office, PowerPoint, Excel, Word, Google Workspace, Smartsheet, Expense reporting, Confidentiality, Project coordination, Diplomacy, Organizational skills, Problem-solving, Time management

Industry

Description

Job Summary: Reporting to the Chief Financial Officer, the Executive Assistant provides comprehensive, high-level administrative, analytical, and operational support to the Chief Financial Officer, Vice President, Finance & Treasury, and Vice President, Financial Operations. Serving as a key driver of departmental efficiency, the Executive Assistant must exercise sound judgment, adaptability, and a strong sense of priority in a fast-paced environment while maintaining the highest standards of confidentiality and discretion. Essential Duties and Responsibilities: * Manages and optimizes executives’ calendars, ensuring alignment with strategic priorities and timely communication of updates or changes. * Schedules and coordinates meetings, including invitations, agendas, presentation materials, catering, meeting notes, and follow-up on action items. * Supports communication and coordination across the organization to advance critical projects, strategic initiatives, and department priorities. * Tracks key deliverables, deadlines, and initiatives; monitors progress and escalates risks as needed to support timely execution. * Assists with board, audit committee, lender, and executive presentation logistics. * Coordinates recurring finance calendar events tied to monthly close, forecasting, treasury deadlines, and leadership reviews. * Organizes sensitive materials and maintains disciplined document control for confidential finance matters. * Manages travel arrangements and prepares/submits expense reports with accurate coding and receipt management. * Coordinates candidate interviews, supports onboarding for new hires, and facilitates office space and IT setup through ServiceNow. * Builds effective working relationships across all levels of the organization, from front-line staff to executive leadership. Position Requirements (Work Experience, Skills, Licenses, etc.): * Ability to maintain confidentiality as needed when required by the nature of work conducted. * Intermediate to Advanced skills with MS Office applications, including PowerPoint, Word, and Excel. * Intermediate skills with Google products including Smartsheet, Google docs, and Gmail. * Excellent communication skills—verbal, written, and presentation—with the ability to represent the organization formally and informally. * Ability to listen and prioritize effectively to determine the appropriate course of action for highly confidential situations. * Forward-thinking, results-oriented approach with an elevated level of drive to obtain results under pressure. * Strong people skills with the ability to effectively develop and maintain internal and external business relationships. * Advanced diplomatic skills, organizational savvy, and a high level of ethics. * Demonstrated knowledge, sensitivity, and proactive support of diversity and multiculturalism. Education and Experience: * Required: * Bachelor’s degree or equivalent work experience. * 5+ years of previous executive support experience. * Desired: Previous experience in accounting and finance departments. ACCO Competencies: * Proactivity/Initiative: Recognizes what needs to be done and accomplishes it in a manner appropriate for one’s level/position and with minimal supervision. * Perseverance: Shows wherewithal to fight for difficult goals despite challenges and to bounce back from adversity. * Motivation/Dedication: Commits to excellence in pursuing unselfish goals. Initiates action with collective goals, takes responsibility, and shows personal humility. * Technical Curiosity/Willingness to Learn: Interest in seeking out new experiences, knowledge, and candid feedback; demonstrating an openness to learning and change. * Insight: The ability to gather and make sense of information that suggests new possibilities. * Engagement: Shows a knack for using emotion and logic to communicate a persuasive vision and connect with people. * People Skills: Is approachable and gains the mutual trust and respect of others. Understands people’s strengths & weaknesses and actively seeks to understand other perspectives. * Communication: Fosters open, honest, candid and respectful communication. Effectively assesses, defines and communicates issues in a timely manner, both written and verbal. * Teamwork: The ability to effectively work toward common goals with others by supporting, encouraging, and sharing information in an authentic and approachable manner. * Big Picture: Understands and contributes to the organizations’ short- and long-term business strategy. On a personal level has independently developed a vision for short- and long-term career success. * Problem-Solver: Ability to identify, analyze, and solve problems in support of personnel, group, department, or organizational objectives. * Execution: Effectively takes a vision and translates into action by including the right people. Identify and remove barriers, when possible, to achieve results. Demonstrates appropriate compromise, effective time management, prioritization practices and holds team members (including themselves) accountable for their performance/conduct. * Professionalism: Respectfully observes and challenges the status quo with intent for improvement. Can take direction, accept feedback, and take full responsibility for his/her actions. Lead by example through positive influence and ethical leadership with consideration of the entire organization. Job Responsibility Level: No direct reports Travel Requirements: Travel required 0-5% of the time to other office locations. Hours: This is a non-exempt position from Monday through Friday. Work hours begin and end between 8:00 am and 5:00 pm with a one-hour break for lunch and two rest breaks. Eight hours per day is required and other occasional overtime may be necessary for business needs Physical Demands:. * Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 20 pounds. * Specific vision abilities required by this job include close vision and ability to adjust focus. * Prolonged sitting. * Frequently required to reach with hands and arms. * Occasionally required to stand; walk and stoop, kneel, crouch. Competitive Wages: $37.73 hour - $48.19 hour. Applicants please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation. #ACCO #LI-MD1

Responsibilities

The Executive Assistant provides high-level administrative and operational support to the CFO and VPs of Finance. Responsibilities include managing executive calendars, coordinating meetings, tracking project deliverables, and handling confidential finance documentation.