Executive Assistant

Come grow with us! We are One Rayonier, a team that works together to create value by maintaining a strong safety culture, challenging the status quo, giving back to our communities, being innovative, continuously learning and leading the way. After more than 90 years, Rayonier is still uncovering new ways to make lives better with our trees, our land, and - our most important resource - our people.

We strive to create an employee experience that makes you proud to be a part of the Rayonier team. We are committed to maintaining an inclusive and collaborative environment where you can be who you are and valued for your unique talents and perspectives. Rayonier is big enough to offer you professional growth and development opportunities, yet small enough for you to know every coworker by name. Come join a team that empowers you to make a difference!

Are you a highly organized and detail-oriented professional with a passion for providing a high level of exceptional support? Do you thrive in fast-paced environments, effortlessly juggling multiple priorities? If so, this is your chance to become an integral part of our dynamic finance team.

As an Executive Assistant, you will provide invaluable support to our SVP & CFO and the finance department. The ideal candidate will seamlessly manage schedules, communications, and travel arrangements for the CFO while also executing specific administrative financial and tax-related responsibilities. This position demands exceptional discretion, proactive problem-solving, and the ability to seamlessly manage multiple priorities

This is not just a job; it's an opportunity to showcase your talent, make a real impact, and accelerate your career within a leading organization.

Primary Responsibilities

• Calendar Management: Meticulously manage the SVP & CFO's complex schedule, including coordinating internal and external meetings, appointments, and travel.

• Communication Facilitation: Act as a primary point of contact for the SVP & CFO. Compose and draft communications and presentations as needed while maintaining utmost confidentiality.

• Travel Coordination: Manage detailed travel arrangements, including flights, hotels, ground transportation, and itineraries. Proactively prepare comprehensive materials and documents for all travel.

• Digital File Management: Establish and maintain an efficient digital filing structure for the CFO and finance department. This includes categorizing, labeling, and archiving documents to ensure accessibility and compliance with record retention policies.

• Financial Administration:

• Responsible for expense report preparation, invoice processing, submitting quarterly forecast and annual budget data, and reporting quarterly accruals for the CFO department.

• Assist the Corporate Controller's department during 10-Q/K filings with formatting the management representation letter for approval routing.

• Assist in securing approvals from executives on quarterly certification documents as required by the SEC.

• Tax Support:

• Process tax payments (quarterly estimates, annual return/extension payments) via state departments of revenue (DORs) online payment sites, requiring careful maintenance and documentation.

• Mail hard copy tax returns (federal, state, partnership returns) as required, including documentation of Certified mail tracking numbers.

• Resolve issues identified in state and federal tax notices, including research, drafting responses (with approval), and agency communication.

• Prepare, update, and maintain Forms W-9 for all Rayonier entities.

• Maintain Rayonier's "Entity Structure" chart, and ensure the latest version is accessible.

• Annually prepare Shareholder Demand letters as required by REIT regulations, keeping up-to-date with any changes.

• Prepare/update the "Form 1099 Instruction Memo" annually, incorporating the latest IRS instructions.

• Document monthly hedge transactions (or lack thereof) as instructed.

• Support miscellaneous projects as assigned by the VP, Tax.

• Project Support: Support the SVP & CFO with special projects and initiatives, handling research, data analysis, presentations, and administrative components.

• Finance Team Support: Collaborate with members of the finance team, offering administrative assistance as needed to support the team's objectives.

• Front Desk Support: Provide back-up support to the front desk as needed.

Required Qualifications

• Minimum of 3-5 years of experience as an Executive Assistant, preferably within a finance or corporate setting.

• Minimum of High School Diploma or GED. College experience or degree preferred.

• Ability to handle multiple tasks simultaneously, prioritize effectively, and meet deadlines with a high level of attention to detail.

• Excellent written and verbal communication skills, exhibiting professionalism in all interactions.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and comfort with learning new software as needed.

• Able to handle highly sensitive financial and business information while maintaining confidentiality.

• Collaborative team player.

• Independent and proactive with the ability and willingness to take ownership of tasks and find solutions to challenges.

Rayonier is committed to maintaining a safe and productive work environment that is drug-free, promotes diversity, and free of discrimination.