Executive Assistant to the Finance Department

McNair Interests•Houston, TX

About The Position

Education and/or Experience A bachelor's degree from an accredited college or university is preferred. A high school diploma is required. Minimum of five (5) years of administrative work experience required. Qualifications The requirements listed below are representative of the knowledge, skill, and/or ability required: Advanced and in-depth proficiency in Microsoft Office software applications, emphasizing Word, PowerPoint, and Excel. Strong verbal and written communication skills. Strong organization and time management skills to manage and prioritize diverse tasks for executives and team members. Keen sense of attention to detail, demonstrating an ability to produce accurate deliverables consistently. Ability to work effectively under pressure and within deadlines. High level of initiative with the ability to think proactively and to utilize creative problem-solving skills. Display strong interpersonal skills and the ability to create and maintain solid working relationships internally and externally. Ability to maintain confidential and/or proprietary information and communications. Ability and internal drive to consistently demonstrate a positive, winning attitude and a strong work ethic in performing all job responsibilities. Ability to project a professional demeanor at all times. Duties and Responsibilities Coordinate executive communications, including taking calls, responding to emails, interfacing with internal and external customers, and sorting and delivering mail to direct reports. Schedule meetings and appointments; maintain department calendar. Prepare audit documents, including representation letters and documents for signature, such as yearly notices of capital contributions, margin request letters, quarterly letters, and annual notices of capital contributions. Prepare limited partners' distribution letters for signature and email. The entry of capital call and distribution data into the Laserfiche workflow. Coordinate with bank representatives on opening new bank accounts, preparing forms for signature, and forwarding final documents to the bank. Updating original bank account signature cards and related bank forms for new accounts. Organize bank statements into account hierarchy from bulk data transmission. Download and file monthly statements from investment brokerage accounts. Typing of yearly insurance renewals; occasional communication with brokers. Maintain and manage an organized data repository for electronic storage of documents for Accounting, Treasury, Tax, IT, and Risk Management, ensuring data is readily retrievable, and that hierarchy complies with Companywide protocol. Responsible for reporting updated certificates of insurance as required by McNair Interests from corporate service providers, as well as providing certificates of insurance from corporate third-party service providers to McNair Interests for the departments supported. Responsible for the compilation and oversight of Service Agreements to ensure updated agreements are maintained on file for service providers at each property, including maintaining a continuously updated master list by property with regular reporting to property managers and the bookkeeper. Responsible for timely Worker's Compensation reporting to the insurance broker of service providers at each residence. Maintain organized and accessible electronic documentation and records for all supported areas (e.g., annual Property Tax Information schedules on all properties). Working with the Controller to maintain updated information and records on the McNair family's personal property, including automobile records and liability cards; maintaining personal car titles and insurance policies. The continuous task of organizing, scanning, filing, and retrieving all insurance policies separately for Corporate and Personal lines. Assisting Accounting and Treasury as needed in data entry and transaction processing, including accounts payable. Scanning documents. Manage the filing of compliance information, various bank transfer documents, and loan interest invoices. Assist with the entry of public and private equity investment data and help maintain investment groupings for reporting purposes. Point of contact for individual service providers (to be listed) and maintaining favorable contract terms, including responsibility for ongoing price assessments (at least annually) to ensure competitive, optimized pricing. Manage vendor relationships to obtain best-consolidated pricing and service for office supplies, catering, and courier services. Ensure supplies are maintained for departments overseen by the CFO. Assisting the department with additional tasks when needed.

Requirements

A high school diploma is required.
Minimum of five (5) years of administrative work experience required.
Advanced and in-depth proficiency in Microsoft Office software applications, emphasizing Word, PowerPoint, and Excel.
Strong verbal and written communication skills.
Strong organization and time management skills to manage and prioritize diverse tasks for executives and team members.
Keen sense of attention to detail, demonstrating an ability to produce accurate deliverables consistently.
Ability to work effectively under pressure and within deadlines.
High level of initiative with the ability to think proactively and to utilize creative problem-solving skills.
Display strong interpersonal skills and the ability to create and maintain solid working relationships internally and externally.
Ability to maintain confidential and/or proprietary information and communications.
Ability and internal drive to consistently demonstrate a positive, winning attitude and a strong work ethic in performing all job responsibilities.
Ability to project a professional demeanor at all times.

Nice To Haves

A bachelor's degree from an accredited college or university is preferred.

Responsibilities

Coordinate executive communications, including taking calls, responding to emails, interfacing with internal and external customers, and sorting and delivering mail to direct reports.
Schedule meetings and appointments; maintain department calendar.
Prepare audit documents, including representation letters and documents for signature, such as yearly notices of capital contributions, margin request letters, quarterly letters, and annual notices of capital contributions.
Prepare limited partners' distribution letters for signature and email.
The entry of capital call and distribution data into the Laserfiche workflow.
Coordinate with bank representatives on opening new bank accounts, preparing forms for signature, and forwarding final documents to the bank.
Updating original bank account signature cards and related bank forms for new accounts.
Organize bank statements into account hierarchy from bulk data transmission.
Download and file monthly statements from investment brokerage accounts.
Typing of yearly insurance renewals; occasional communication with brokers.
Maintain and manage an organized data repository for electronic storage of documents for Accounting, Treasury, Tax, IT, and Risk Management, ensuring data is readily retrievable, and that hierarchy complies with Companywide protocol.
Responsible for reporting updated certificates of insurance as required by McNair Interests from corporate service providers, as well as providing certificates of insurance from corporate third-party service providers to McNair Interests for the departments supported.
Responsible for the compilation and oversight of Service Agreements to ensure updated agreements are maintained on file for service providers at each property, including maintaining a continuously updated master list by property with regular reporting to property managers and the bookkeeper.
Responsible for timely Worker's Compensation reporting to the insurance broker of service providers at each residence.
Maintain organized and accessible electronic documentation and records for all supported areas (e.g., annual Property Tax Information schedules on all properties).
Working with the Controller to maintain updated information and records on the McNair family's personal property, including automobile records and liability cards; maintaining personal car titles and insurance policies.
The continuous task of organizing, scanning, filing, and retrieving all insurance policies separately for Corporate and Personal lines.
Assisting Accounting and Treasury as needed in data entry and transaction processing, including accounts payable.
Scanning documents.
Manage the filing of compliance information, various bank transfer documents, and loan interest invoices.
Assist with the entry of public and private equity investment data and help maintain investment groupings for reporting purposes.
Point of contact for individual service providers (to be listed) and maintaining favorable contract terms, including responsibility for ongoing price assessments (at least annually) to ensure competitive, optimized pricing.
Manage vendor relationships to obtain best-consolidated pricing and service for office supplies, catering, and courier services. Ensure supplies are maintained for departments overseen by the CFO.
Assisting the department with additional tasks when needed.