Assistant, Executive

Job Description

Assistant, Executive

Responsible for providing administrative support to the Global Finance department. Requires the ability to manage confidential information and interact with executive-level management and Board members. Uses independent judgment in carrying out responsibilities and takes initiative to handle routine and semi-routine matters.

What You Will Do:

• Where appropriate, directly handles routine and semi-routine matters on behalf of the CFO or Finance Vice Presidents.
• Processes correspondence using a word processing system. Composes routine correspondence on behalf of the CFO or the Vice Presidents. May include graphics and require scanning images.
• Opens, sorts, and distributes departmental mail. Organizes mail on behalf of the CFO or Finance Vice Presidents.
• Maintains calendars for Finance leadership schedules.
• May support preparation of Finance department budgets, forecasts, and analysis of actual results.
• May handle processing of vendor invoices in a timely manner.
• Performs non-routine clerical tasks with little supervision.
• Sets up and maintains files in a timely and organized manner.
• Makes travel arrangements (including complex international travel) as necessary.
• Liaison to Facilities Management for oversight of Finance seating arrangements.
• Supports department leadership engagement activities, including Global Town Halls, social gatherings, holiday parties, etc.
• Supports scheduling and preparation of materials for Board and Board Committee meetings.
• Supports meeting scheduling, takes meeting minutes, catering orders, and performs other related activities.
• Provides work direction, instruction, and mentoring to junior-level support staff.
• Assists with onboarding new employees.
• Serves in an administrative capacity on department project teams, as necessary.
• Secures and arranges setup of meeting rooms for department meetings or events.
• Ensures office supply inventory for the department is maintained.
• May support timesheet processing for Finance Vice Presidents.
• May support or process expense reports. Generates and/or processes other reports as necessary.
• Keeps abreast of PC business applications by maintaining contact with other administrative assistants and members of Information Management Services.
• May perform other tasks or participate in special projects as assigned.
• Supports the Finance department with other required coordination across the team.

What You Will Need:

Education and Experience

• Requires a minimum of 5 years previous administrative office experience or a combination of education and experience.
• High School Diploma or equivalent.

Knowledge, Skills, and Abilities

• Advanced level skills in office software (some of which may include Excel, Word, PowerPoint, Outlook, etc.). Aptitude to learn additional programs as required such as Copilot, Sierra, etc.
• Advanced level skills in the use of office equipment (copiers, etc.).
• Excellent oral and written communication skills. Ability to communicate professionally with executives and maintain confidential information.
• Advanced level clerical and general office skills.
• Ability to handle routine and non-routine business matters in the absence of or on behalf of the CFO and Finance Vice Presidents.
• Ability to simultaneously handle multiple assignments and prioritize workload accordingly.
• Demonstrated ability to interface with all levels of personnel.
• Working knowledge of the ABS Health, Safety, Quality and Environmental Management System.

Reporting Relationships:

Reports to a Vice President or above level position.

About Us

We set out more than 160 years ago to promote the security of life and property at sea and preserve the natural environment. Today, we remain true to our mission and continue to support organizations facing a rapidly evolving seascape of challenging regulations and new technologies. Through it all, we are anchored by a vision and mission that help our clients find clarity in uncertain times.

ABS is a global leader in marine and offshore classification and other innovative safety, quality, and environmental services. We're at the forefront of supporting the global energy transition at sea, the application of remote and autonomous marine systems, cutting-edge technical solutions, and many more exciting advancements. Our commitment to safety, reliability, and efficiency is ever-present, guiding our clients to safer and more efficient operations.

About Our Benefits

ABS Bureau proudly offers a variety of industry-leading benefits designed to enhance the life and well-being of our employees and their families. These benefits include, but are not limited to, medical insurance (PPO and HD), dental and vision insurance, Health Savings Account (HSA), Flexible Savings Account (FSA), life insurance, accidental death and dismemberment insurance, disability leave programs, parental leave program, paid holidays, and paid vacation time. The Company provides an Employee Assistance Plan (EAP) that offers support in personal wellness, including work-life services. ABS Bureau also offers a 401K plan with a generous company match, subject to plan requirements.

Equal Opportunity

ABS Bureau is committed to the equal employment opportunity of its employees and prohibits discrimination against any employee or qualified applicant based on race, color, creed, religion, national origin, sex, gender identity, age, disability, marital status, sexual orientation, citizenship status or veteran status, or other non-work-related characteristics that may be protected under the law of the Federal Government or specific state employment laws.


Notice

ABS and Affiliated Companies (ABS) will not pay a fee to any third-party agency without a valid ABS Master Service Agreement (MSA) authorized and signed by Human Resources. Any resume, CV, application, or other forms of candidate submission provided to any employee of ABS without a valid MSA on file will be considered property of ABS, and no fee will be paid.

Other

This job description is not intended, and should not be construed, to be an all-inclusive list of responsibilities, skills, efforts or working conditions associated with the job of the incumbent. It is intended to be an accurate reflection of the principal job elements essential for making a fair decision regarding the pay structure of the job. #ogjs