What are the responsibilities and job description for the Executive Administrative Assistant position at AtWork Personnel?
JOB DESCRIPTION
Executive Assistant to the CFO in our fast growing, corporate accounting department. We are a large agriculture company looking for our next GREAT Executive Administrative Assistant.
GENERAL DESCRIPTION:
The Executive Assistant to the CFO provides high-level administrative and operational support to the Chief Financial Officer. This role is critical in ensuring the smooth and efficient functioning of the CFO's office and plays a key role in supporting the overall financial operations of the company. This position requires exceptional attention to detail, excellent communication skills, and the ability to handle sensitive information with discretion.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
Calendar Management
Proactively manage the CFO's complex calendar, including scheduling meetings, appointments, events, and travel arrangements
Prioritize and coordinate meetings, ensuring efficient use of the CFO's time
Handle meeting logistics, including room bookings, participant invitations, and materials distribution
Email & Task Management
Manage the CFO's task list, ensuring timely completion of projects and deadlines
Identify and prioritize actionable emails, delegate or complete tasks as appropriat
Assist with project coordination and follow-up as needed
Assist in prioritizing tasks based on urgency and importance
Track and report on project progress
Compliance & Insurance Support
Assist with various compliance-related requests, including data entry, report preparation, and regulatory filings
Proofread and summiarize contracts and legal documents
Handle various insurance and compliance-related requests, ensuring all necessary documentation and approvals are obtained in a timely mannerMaintain accurate records of compliance activities
Receive, process and redistribute requests for certificates of insurance for suppliers, and customers
Maintain Compliance Calendar
Interface directly with compliance teams to assist with support documentation as necessary
Document Management
Coordinate the preparation, review, and distribution of corporate documents
Coordinate and send corporate documents through DocuSign as appropriate, or other necessary methods
Manage the document signing process, ensuring documents are accurately and promptly signed by the necessary parties, including all executives
Ensure all signatures are obtained in accordance with company policies and procedures
Maintain electronic and physical files of important documents
Communication
Act as the primary point of contact/liaison between internal and external stakeholders and the CFO
Effectively communicate with colleagues, clients, and vendors
Draft and proofread correspondence, including emails, presentations, and reports
Other Duties as Assigned
Perform other administrative duties as assigned by the CFO, such as research, data analysis, and special projects
Provide general administrative support to the CFO, including travel arrangements, expense reports, and other executive assistance as needed
Provide general administrative support to other executive team on an as needed basis
Qualifications and Skills:
Education: High School Diploma or equivalent required; Associate's or Bachelor's degree preferred.
Experience: Minimum of 5 years proven experience as an executive assistant or in a similar administrative role, preferably within a finance or corporate environment
Skills
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Strong organizational and time management skills
Excellent written and verbal communication skills
Strong attention to detail and accuracy
Ability to prioritize tasks and meet deadlines
Ability to work independently and as part of a team
Proficiency in DocuSign or similar electronic signature platforms
Strong interpersonal and relationship-building skills
Ability to maintain confidentiality
Ability to work under pressure and adapt to changing priorities
RELATED COMPETENCIES:
Strong time management and administration skills
Exceptional organizational skills and the ability to multitask and prioritize effectively
Excellent communication skills, both written and verbal
Strong attention to detail and the ability to handle sensitive information with discretion
Ability to work independently and as part of a team in a fast-paced environment
Have a positive attitude and the desire to provide impeccable support
Bilingual in Spanish is a plus
Benefits:
Competitive salary and performance-based bonuses
Comprehensive health, dental, and vision insurance
Retirement savings plan with company match
Paid time off and holidays
Professional development opportunities
WORK ENVIRONMENT:
The employee is regularly required to stand, walk, and use hands to handle or feel objects, tools, or controls; reach with hands and arms; stoop, kneel, crouch, or crawl; and talk or hear. The employee is occasionally required to climb or balance. The employee must regularly lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.
Specific vision abilities required by the job include close vision, peripheral vision, depth perception, and the ability to adjust focus. The noise level and working conditions are similar to those for an administrative office. The employee is occasionally exposed to hot, cold, wet and/or humid conditions; moving mechanical parts; high, Precarious places; fumes or airborne particles.
Job Type: Full-time
Pay: $30.00 - $32.00 per hour
Expected hours: 40 – 45 per week
Schedule:
- 8 hour shift
Work Location: In person
Salary : $30 - $32
