Business Management - Executive Assistant

NKSFB, LLC is the largest business management firm in the country, with more than 600 employees working from seven offices in the Los Angeles and New York City area. We work alongside the world’s top artists in music, film, and television, as well as athletes, executives, entrepreneurs, and other high achievers, offering a sophisticated range of concierge-style services to meet their lifestyle management needs.

Job Title: Executive Assistant

Reports To: Partner

FLSA Status:  Non-Exempt

Department:  Administration

Salary Range: $75,000-$95,000

Summary: NKSFB is seeking an experienced Executive Assistant to support a team of partners by providing high-level administrative, operational, and strategic support to ensure partners’ time, priorities, and communications are managed efficiently and with discretion. This role serves as a trusted liaison between partners, internal teams, clients, and external stakeholders, requiring exceptional judgment, organization, and confidentiality. The Executive Assistant proactively manages schedules, coordinates complex projects, and anticipates needs to enable the partners to focus on leadership, client relationships, and business growth.

Duties and Responsibilities include the following:

Attend to phone calls from clients and update the partner with the call list.

Schedule executive meetings, including lunches and dinners.

Get lunch for partner or partner meetings as needed.

Other light errands as needed – Coffee, Bank Drops, FedEx, Post Office

Greet and receive visitors.

Prepare correspondence to clients or outside vendors.

Coordinate and arrange dial-in and conference calls.

Coordinate, assemble, and deliver financial meeting packages.

Schedule, book airfare, hotel, dining reservations, itinerary preparation, etc.

Review partner credit card statements for accuracy, process payments, and submit expense reimbursements in a timely manner.

Filing and organization of client documents.

Scanning documents into the firm document management system

Liaison between partner and IT to ensure partner equipment is working properly.

Notification and tracking of Continuing Professional Education (CPE) credits and Certified Public Accountant (CPA) license renewals.

Prepare and send engagement letters and supporting documentation to new clients.

Track receipt of engagement letters, pre-signed forms, and demographic information sheets from new clients.

Update client database with new client information.

Track tasks for partners that have been completed and are in process.

Track and record partners’ time sheets in the internal billing system.

Keep track of partner miles, points, and subscriptions.

Dial in phone calls for partners.

Respond to urgent meeting requests via cell phone or at home when needed.

Open and sort partner mail.

Coordinate partner signing of checks, wires and urgent requests.

Strict confidentiality is required.

Other related duties as assigned.  

Qualifications: to perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills:

Competency in Microsoft applications including Word, Excel and Outlook.

Light bookkeeping skills, preferably using software (i.e., QuickBooks, Xero, Sage, etc.)

Self-motivated with excellent organization skills

Strong verbal and written communication skills a must

Attention to detail and ability to multitask is an assets

Strong organizational and problem-solving skills

Exceptional interpersonal skills

Friendly and professional demeanor

Ability to work well with a team and pitch in when needed

Education / Experience Requirements:

High School Diploma

Physical Demands / Work Environment:

Standing, walking, crouching, and regular lifting up to 15 pounds.

Frequent use of hands and reaching with hands and arms.

Regularly talking, hearing, seeing, and sitting.

Moderate to loud noise level.

Risk of electrical shock.

Salary Range: The salary range for this role is $75,000 - $95,000 and represents the firm’s good faith and reasonable estimate of the range of possible compensation at the time of posting. Actual compensation will be dependent upon a number of factors, including but not limited to, the candidate’s relevant experience, qualifications, and location. 

What We Offer: NKSFB offers a great variety of benefits and perks to our employees. Some of these include:

Medical, Dental, and Vision coverage

Flexible Spending Account

Basic Life and AD&D

Voluntary Life and AD&D

Long Term Disability

Voluntary Critical Illness and Cancer, Hospital Indemnity and Accident Coverage

Genetic Screening and Cancer Support

Pet Insurance

Accrue 15 PTO days annually

401k, Match, and Profit Sharing Plan

10 Paid Holidays and 1 Floating Holiday

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Employees may also perform other duties as assigned.

NKSFB, LLC is an Equal Opportunity Employer and is committed to diversity and inclusion. If you’re a qualified candidate with a disability and you need a reasonable accommodation in order to apply for this position, please contact us at [email protected].

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