Executive Assistant to CFO – Finance & Administration – Burbank

Job Location(s):  Burbank

ABOUT The TEAM Companies:

The TEAM Companies (TTC) are a leading payroll, business affairs & technology provider to the advertising & entertainment industries. We offer union & non-union payroll for actors, musicians, singers, crew, editors, visual effects artists and other craftspeople working on commercials, video games, online content, concert tours and in the music recording industry. TTC also provides technology products including a best in class online timecard and employee on-boarding system designed for the content production community. This is a great opportunity to join an industry segment leader & contribute directly to its impact in the advertising & entertainment communities it serves.

JOB SUMMARY:

The TEAM Companies provide a wide range of payroll and business affairs services and technology solutions that support the production of advertising and entertainment projects for all media. This is a great opportunity to join an industry segment leader and contribute to its impact in the industries that it serves.

Duties & Tasks

  • Maintain Executive Team (CEO, COO, CFO) calendar and schedule meetings, appointments and travel arrangements.
  • Prepare Expense Reports for Executive Team using the Concur expense platform
  • Assist with PowerPoint presentations for meetings, management meetings and other internal or external presentations.
  • Assist with preparing Meeting agendas
  • Assist with coordinating luncheons and other preparations for HQ based meetings (conference room scheduling and setup & breakdown of equipment)
  • Prepares routine and advanced correspondence including letters and memoranda.
  • Type and proofread correspondence, financial reports, and other materials.

 

RESPONSIBILITIES – Executive Assistant to CFO and support Finance Team

  • Concur/Amex Administration
    • Download Amex Statements (online) at the close of the billing cycle
    • Prepare statements and expense summaries to send out to cardholders
    • Work with Accounts Payable to determine due dates
    • Troubleshooting of Concur expense platform
    • Amex Troubleshooting (i.e. reporting fraud, lost/stolen cards, ordering new cards, etc)
  • Clerical work on collating and mailing union and other checks.
  • Establish efficient filing and records retention systems.
  • Update records retention policy for Finance and ensure adherence. In the process, help organize the growing files on site.
  • Cell Phones Administration
    • Review cell phone bills monthly (Verizon & AT&T)
    • Address employee phone issues with respective carrier
    • Place orders for upgrades/new lines of service
  • Phone List & Org Chart
    • Maintain and update company-wide Organizational Chart
    • Update phone list
    • Distribute company-wide on a monthly basis
  • Gift Card Inventory (Birthday & Anniversary Gift Cards)
    • For Birthdays – Send emails to employees requesting their choice of gift card
    • Gift cards only given to employees at levels Director and below
    • Only for US employees
    • For non-Burbank employees, send out the gift card in the Wednesday package to their respective office
    • For Anniversaries – employee will receive a gift card (Amex, Visa, etc) depending on the number of years they have been with the company
    • Purchase gift cards to replenish the inventory
    • Reconcile gift card balance monthly with Accounting
  • SOC Audit – Assist with information gathering and communications related to Compliance Reviews (SOC-1, other).
  • Travel management
  • Provide staff support for meetings (Finance, Audit, etc.) to include scheduling, preparing agendas and meeting materials, room set-up and tear-down, and attending meetings to record accurate meeting minutes.
  • Assist in implementing new tools & processes (travel & expenses, document workflow etc.)
  • Attendance to management meetings, including drafting of the minutes and action plans.
  • Prepare purchase orders and assist with vendor invoices processing including coding, obtaining approvals, and submitting to Accounting for processing.
  • Assist with updating manuals and forms, and other administrative duties as assigned from time-to-time.

Knowledge, Skills & Abilities

  • Knowledge of modern office procedures and business communications, including telephone skills, office systems, filing, shorthand or fast notes, minutes for business meetings and record eeping.
  • Excellent oral and written communication skills in English.
  • PC Computer skills including Outlook, Word, Excel, and ability and willingness to learn new and/or proprietary computer applications as required.
  • Advanced skills in financial analytical and reporting software, beyond Excel.
  • Minimum typing/keyboarding of 50 words per minute.
  • Multi-tasking abilities.
  • Ability to work well under pressure.
  • Exercise of sound professional judgment in decision-making.
  • Maintain privacy and confidentiality regarding executive, company and staff information.
  • Ability to work overtime as requested.
  • Special projects support from time to time as requested.

Credentials, Experience & Education

  • Minimum Educational requirement: High School Graduate.
  • At least two years of related experience required.

Additonal Comments

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