FINANCIAL SVCS EXECUTIVE ASSISTANT

Job Description

Provide administrative support, general accounting and problem-solving assistance for the GVP, Corporate Controller and Directors of Financial Services and Financial Systems. Provide day-to-day administrative support and general accounting assistance for Financial Services and Financial Systems departments. Responsibilities include maintaining executive calendars, travel arrangements, screening and processing incoming communications, report preparation and distribution, NSG Coordination, management of document storage, account reconciliations and other general accounting as required. Possess the ability to work well under pressure at various times during the year. Demonstrate a high degree of confidentiality, strong organizational skills, and ability to multi-task. Demonstrate the company's core values of respect, honesty, integrity, diversity, inclusion and safety.

Responsibilities

• Coordinate routine matters; on-site, off-site and conference call/department meetings; travel; expense reports; mail and various other assignments
• Manage the security of confidential and sensitive information.
• Track departmental expenses and yearly budgets.
• Maintain department time (e.g., vacation, schedules, and other paid time off).
• Ensure new associates receive the proper onboarding requirements, including tax forms to complete, working with Human Resources for new hire set up and coordinating technology needs.
• Ensure accurate, efficient processing and disposition of written correspondence, as well as verbal communications, directed to the executive and/or the staff.
• Prepare, input and process Local Check requests at the Store Support Center (SSC) and running PPR for same day/emergency checks
• Process department invoices through Coupa and submit for payment.
• Act as MyTime administrator for several finance departments at SSC.
• Produce and assemble materials and documents needed for meetings and presentations.
• Prepare, compile and/or distribute various quarterly reporting materials, including: Blue Books, Quarterly Business Review Pre-read and Stat Book.
• Prepare account reconciliations related to miscellaneous balance sheet accounts.
• Prepare quarterly store count and square footage reports for the blue book and stat book.
• Complete all Census related items, which may arise on a monthly, quarterly and annual basis.
• Prepare other quarterly analysis such as real estate EBITDA, CECL questionnaire and etc.
• Prepare period entries for KTD and other department requests.
• Request and prepare stock detail for yearly valuation.
• Assemble, read and understand operating statements, work accurately with numbers and recap information.
• Must be able to perform the essential job functions of this position with or without reasonable accommodation.

Qualifications

Minimum

• High School Diploma or GED
• Excellent oral/written communication skills
• Excellent project management skills with the ability to work independently and meet deadlines
• Demonstrated ability to maintain confidentiality and protect sensitive information
• Proficient in Microsoft Office; ability to learn new computer applications
• Excellent people skills; demonstrated ability to work with a variety of management styles
• Ability to manage shifting priorities in a fast-paced environment, especially at Qtr. and YE financial closes
• Ability preparing/maintaining accurate records, presentations and reports
• High level of focus on quality and accuracy
• Overtime may be required at financial closing times

Desired

• Associates degree in business, accounting or finance
• Prior accounting or finance work experience (internship or full time)
• Any department assistant or executive assistant experience
• Advanced proficiency in Microsoft Office
• Familiar with corporate policies and procedures, organizational levels and reporting relationships