Name:
Administrative Assistant II – Finance & Investments (Family Office)
Location: 4199 Campus Drive, 9th Floor, Irvine, CA
Job Posting Location - City, State:
Irvine, CA
Job Posting Location - Street:
4199 Campus Drive, 9th Floor
Work Type:
Full-time
Department:
Family Office

Description & Requirements

Come join our family at In-N-Out Burger!  

The In-N-Out Burger Finance & Investments (Family Office) team has an excellent opportunity for an Administrative Assistant II in our Irvine, CA office.  This position will report to the Director of Financial Assets and will be responsible for supporting the administrative needs of the department, including direct support of the department Director. 


General Responsibilities
  • Responsible for administrative tasks and projects for the Finance & Investments (Family Office) department, such as scheduling meetings, answering phones, handling requests, and managing correspondence
  • Coordinate daily financial tasks, process invoices and payroll, and maintain a digital record of financial documents
  • Coordinate and book travel for the team, such as reserving flights, hotels and car rentals
  • Manage travel expense and receipts, using travel and expense management software such as Concur
  • Bookkeeping duties such as maintaining financial records, processing and managing bills and invoices 
  • Data entry; Enter data, create reports and financial statements 
  • Coordinate daily tasks with the Finance & Investments team to optimize workflow
  • Help manage department calendars, plan meetings, and execute the day-to-day administration 
  • Assist the Director of Financial Assets with special projects and project activities, including simple tasks and larger project plans
  • Help with project management, such as create and update workflows, prepare and provide documentation to internal teams, and track information
  • Prepare meeting materials, including PowerPoint presentations and booklets for C-level and Executive meetings
  • Produce reports, presentations and briefs
  • Coordinate department special events, such as parties and lunches
  • Communicate across multiple departments on various projects at the same time
  • Develop strong working relationships throughout the company, and with outside organizations and vendors, as an extension of the Finance department
  • Be part of a team-oriented department and assist in other areas as needed 


Work Schedule + Benefits
  • Full-time position, Non-Exempt, Hourly
  • Office Hours in Irvine, CA: Monday-Friday, 8:00 am-5:00 pm 
  • Department needs may call for occasional overtime
  • Excellent Benefits, to include Medical, Dental, Vision, Life Insurance, Profit Sharing Plan and 401(k) Plan


Qualifications
  • A bachelor's degree with relevant coursework in accounting, finance, business administration, or a similar field
  • 3-5 years of experience working as a financial Administrative Assistant 
  • Experience working as a Client Service Associate, assisting financial advisors or investment advisors
  • Experience working with and supporting high net worth individuals
  • High level of integrity; ability to handle confidential information
  • Working knowledge of accounting software, such as QuickBooks 
  • Proficient with Microsoft Office products (Word, Excel, PowerPoint); Strong Excel skills preferred
  • Interest working on a financial investment team; Strong math orientation  
  • Meticulous attention to detail and ability to perform tasks with accuracy and efficiency 
  • Excellent analytical skills and financial expertise
  • Strong ability to manage multiple projects within designated timelines 
  • Knowledge of project management software (e.g. Asana), as well as knowledge of communication tools and messaging platforms (e.g. Slack, Zoom)
  • Ability to communicate and interact professionally with all levels of management
  • Act as a trusted partner to management, displaying the highest levels of integrity
  • Ability to work autonomously/independently under general supervision yet be an integral part of an overall team-oriented environment
  • Excellent time management skills, organized and the ability to prioritize work 
  • Candidate should be energetic, self-motivated and flexible 
  • Must possess strong written, interpersonal and customer service skills 





ABOUT In-N-Out Burger

In-N-Out Burger was founded in 1948 by Harry and Esther Snyder in Baldwin Park, California, and remains privately owned and operated. Under the direction of the Snyder family, the company has opened restaurants throughout California, Nevada, Arizona, Utah, Texas, Oregon and Colorado. In-N-Out Burger’s menu has remained the same since 1948, and we have maintained a simple philosophy – serve only the highest quality product, prepare it in a clean and sparkling environment, and serve it in a warm and friendly manner. We have built a reputation for fresh, made-to-order foods prepared and served by friendly, well trained Associates.