Executive Administrative Assistant (Finance)

Executive Administrative Assistant

Under the direction of the Chief Financial Officer, the Executive Administrative Assistant is responsible for helping ensure the smooth day-to-day operation of the Finance Department. They will handle a variety of administrative and support functions for the CFO and Finance Department including: calendar and schedule management; project and event support; document preparation and management; timekeeping; and general administrative duties. The position will be responsible for assisting the Chief Financial Officer with special reports as needed. Essential functions include:

1. Coordinating, scheduling, attending meetings and preparing meeting minutes.
2. Maintaining department calendars; Screen and prioritize phone calls and emails.
3. Assisting with project coordination, event planning and team initiatives.
4. Drafting, proofreading, editing, and formatting reports, presentations, correspondence and other internal or external documents.
5. Maintaining electronic and paper filing systems.
6. Processing department timesheets and leave schedules.
7. Data entry, filing, typing, copying, printing and scanning.
8. Making travel arrangements for Finance Department staff.
9. Creating department supply orders, reviewing invoices and coordinating document reviews; Entering new requisitions and releases for invoice payments.
10. Performing other duties as assigned.

Qualifications

Education:

Bachelor's degree or equivalency.

Experience:

Must have a minimum of four (4) years' experience as an Assistant and have a good work history.

Certifications:

Must possess a valid Illinois driver's license and with good driving history.

Proficiencies:

Must demonstrate strong customer service, problem-solving, analytical, and critical thinking skills. The individual must be highly organized with a penchant for detail.

Must be able to successfully work on numerous projects simultaneously and efficiently to meet project deadlines.

Must possess excellent reading comprehension, written and oral communication skills and be able to type with speed and accuracy.

Must be adept at proofreading and editing documents for spelling, grammar, and punctuation demonstrate excellent interpersonal skills.

Maintain confidentiality, possess an aptitude for mathematics, and be able to make good decisions and work independently.

Physical Requirements:

This role requires sitting for extended periods, typing on a computer, and attending meetings.

Working Conditions:

This position is based in an office setting, with standard office equipment, including a computer, phone, and desk space.

This role may require travel within the six-county RTA region, and travel outside of the RTA region. This position is not eligible for a hybrid work schedule or remote work.

Salary

Full Salary Range: $40,057-$90,374

Midpoint: $67,216

Starting Salary Range: $55,636-$78,795

Pace provides full pay ranges so candidates can consider their long-term growth potential.