Executive Assistant, Finance

Executive Assistant

The Executive Assistant provides professional support to the Chief Financial Officer, which includes project management as well as administrative support responsibilities. Will be expected to independently set-up and manage the appointed office and administration functions. A proactive and solution-oriented mindset, and a quest for continuous improvement is essential. Maintain focus on timeliness and execution of tasks and deliverables every day.

Responsibilities

• Provide administrative services to the CFO and his team of direct reports
• Coordinate with the CFO and leadership group about any special projects, assignments, and company events
• Provide administrative services for projects that are consistent with corporate goals and objectives
• Responsible for management of day-to-day operations including schedules, correspondence, e-mail, phones, purchase requests, travel arrangements, presentations, etc.
• Schedule appointments, conference calls, and coordinate arrangements for meetings
• Support event planning as requested
• Prepare various reports
• Order and maintain supplies
• Organize necessary office/desk moves for department
• Prepare and process routine forms, documents, correspondence, expense reports, requisitions, purchase orders, etc. following standard procedures
• Organize and maintain file system, prepare copies of correspondence and other written materials. In some cases, records may be of a highly confidential nature requiring discretion
• Work collaboratively to achieve goals and/or complete assigned tasks

Required Skills and Experience

• High school diploma or general education degree (GED)
• Must be highly organized, detail-oriented, and able to concurrently handle multiple priorities in a fast-paced work environment
• High degree of personal and professional integrity and the ability to work with confidential information
• Ability to be self-directed, take ownership, and see projects to completion in a timely manner
• Ability to communicate effectively in oral and written form with senior management and employees throughout the organization
• Demonstrate a high sense of responsibility and be able to work without close supervision
• Must be able to accept and keep confidential information learned in the performance of the job
• Proficient in Microsoft Office, Excel, Word, PowerPoint, and Outlook. Knowledge Zoom, MS Teams, SharePoint, Adobe PDF a plus; preparation of expense and reimbursement reports; and ability to quickly adapt to new technologies
• Knowledge of proper formats for letters, proper grammar, spelling, and language usage; ability to produce neat, accurate correspondence
• Ability to project manage highly desirable
• Ability to perform administrative duties involving a high degree of accuracy, confidentiality, discretion, and independent judgment
• Ability to work collaboratively and be a team player
• Ability to work with all levels of management
• Excellent interpersonal skills
• Demonstrate willingness to adjust thinking and behavior
• Ability to communicate in a manner that is timely, respectful, and open to other ideas

Preferred Skills and Experience

• Minimum of 10 years' experience in an administrative support role, preferably for a C-suite executive.
• Prior experience providing high-level support to Boards and Committees
• Experience with electronic board portal (i.e. Diligent)
• Notary certificate