Executive Assistant

LBA Logistics & LBA Properties ("LBA") is a full-service real estate investment and management company headquartered in Irvine, CA. LBA has a national industrial portfolio in all the major markets throughout the U.S. as well as a diverse office portfolio on the West Coast. LBA is a privately held company founded in 1991 with approximately 250 employees. LBA operates several closed-end real estate investment funds.About The Role Assist in the management of the CFO and CAO's daily calendarInvolvement in a variety of work projects that provides personal growthBe responsive in following up to Managers requests and acknowledging tasks at handSupporting Senior Manager in accountingAlways seek new ways that may deliver greater efficiencies in a fast-paced work environmentMaintain highest level of confidentiality with information, documents and circumstances that are brought to your attentionCoordinate and schedule internal and external meetings timely including reserving conference rooms and ordering lunchesAbility to produce quality draft communication, documents, etc. requested by ManagerPrioritize tasks while being able to quickly pivot when neededCoordinate travel arrangements when neededCreate and/or update excel spreadsheets, power point documentsScreen incoming calls and determine the level of priority – communicate messages timelyKeep lines of communication open between yourself and Manager(s) in order to stay organized and prioritize workReceive / open mail /prepare FedEx packagesPrepare expense reportsPhotocopy and scan documents; create bindersOther general administrative support as required.Investor Relations Coordination Maintain organization of the LBA Investor Portal; investor relations, investor reports, investor distributions, etc.Conduct regular audits of entire database to include annual mass investor mailings for purpose of verification of contact(s) information, wire information, commitment, tax ID's, special instructionsSet up customized mail merge mailing systems per required investor mailing projectsManage of all investor requests, correspondence and document fulfillmentAnnual Investor Conference: With LBA Event Planner, set up and manage all meeting planning/coordination of conference. Primary point person for conference presentation preparation.Set up & maintain new fund/investor communications tracking & management log & private placement distribution systemEstablish & manage processes for distribution of all quarterly/annual reports, capital account statements, distribution mailings, capital funding requests to include customized mail merge setups for physical & electronic mailingsManage and coordinate yearly investor distributions for tax purposes such as 1099's, K-1s and Demand Letters.What We Are Looking For In A Candidate Bachelor's Degree requiredMinimum 3 years supporting a C-Suite ExecutiveFinancial or legal background is highly desirableHandle confidential information with diplomacy and discretionDemonstrate the highest level of integrity, confidentiality, and trustworthinessPositive and professional attitude, friendly and approachableExcellent interpersonal and communication (written and verbal) skills requiredExperience with composing letters, e-mail communication to internal/external customersExcellent organizational and time-management skills, with the ability to prioritize workload, multitask, and work under pressure to meet deadlinesMust adapt to change and be flexible and highly focused on details.Must be comfortable working in a fast-paced environment where continuous improvement is expectedWilling to take direction from many individuals.Self-motivated, team player with the ability to work independently and in a team environmentTech-savvy and excellent computer skills. Proficient in MS Office.Flexible for some after hour availability and follow upPrevious investor relations and/or accounting experience is highly desirableOur Commitment To An Inclusive WorkplaceLBA is proud to be an equal-opportunity employer and is committed to providing a workplace free from harassment and discrimination. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, gender identity or expression, age, marital status, veteran status, disability status, pregnancy, parental status, genetic information, political affiliation, or any other status protected by the laws or regulations in the locations where we operate. Accommodations are available for applicants with disabilities.Physical Demands The physical demands, work environment factors, and mental functions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is required to stand; walk; sit for extended periods of time; use hands to feel, handle, or type; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear. The employee must occasionally lift and/or move or carry up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus. Additionally, the employee may be required to drive to a property, walk on uneven ground, walk through a construction site, be exposed to dust or fumes and work around machinery or equipment.