What are the responsibilities and job description for the Executive Assistant position at Battery Park City Authority?
POSITION SUMMARY:
The Executive Assistant provides administrative support to the Chief Financial Officer and ensures the efficient administration of the Finance Department. The incumbent is responsible for coordinating administrative functions, supporting financial operations, and leading independent finance department special projects.
Essential Duties:
- Facilitate, track and, in certain cases, lead Finance Department RFPs, procurements, contracts, amendments, and purchase orders
- Maintain Finance department external vendor reports
- Communicate and liaise with senior staff, government and local officials, vendors, contractors and consultants, as required; prepare meeting reporting as required
- Coordinate all telephone, written, and electronic communication related to the CFO
- Greet and coordinate meeting participants; answer, screen, and manage calls
- Maintain the Chief Financial Officer’s and Department’s calendars; schedule, coordinate and track meetings, conference calls, appointments, and travel including with BPCA staff and outside parties
- Lead projects to improve Finance Department operating efficiency, including planning, implementation and tracking; where needed, provide training to the Finance staff on new processes
- Compose, edit, and/or reproduce correspondence, reports and presentations
- Assist the Finance Department in updating and maintaining all mail, files, records, Finance policies, and procedures documents
- Assist the Finance team in organizing and storing its records, including maintaining logs, folders, documents and storage of documents
- Organize and lead team meetings and functions; assist in events that build team morale
- Coordinate, plan and attend key Finance meetings; prepare meeting agenda, minutes and reports
- Perform related administrative duties, as directed, to support the CFO and team
Education and Experience:
A Bachelor of Arts or Science degree is preferred and should be supplemented by a minimum of five (5) years of previous executive assistant experience in a finance environment or an equivalent combination of education, training, and experience. Significant administrative, project management, financial, and accounting experience.
Competencies:
- Analytical Thinking
- Problem Solving
- Risk Management and Assessment
- Collaboration
Skills:
- Ability to exercise the judgment, decisiveness and creativity in situations involving the evaluation of information
- Excellent communication and interpersonal skills
- Strong organizational and time management skills
- Reliable and prompt work arrival and availability
- Excellent attention to detail
- Capable of prioritizing and working independently, without constant supervision to accomplish a multitude of tasks
- Strong problem identification and resolution skills
- Demonstrate high level of discretion in handling sensitive matters and documents of a confidential nature
- Capable of working in a fast-paced environment; able to work under pressure, meet short deadlines and work additional hours, as necessary
- Extensive experience with and knowledge of computer, internet, and administrative support tools
- Must be highly proficient with standard office software, particularly Microsoft Word, Excel, PowerPoint and Outlook; working knowledge of accounting and finance software, including DocuSign
Physical Requirements:
- Prolonged periods of sitting at a desk and working on a computer
- Must be able to lift 15 pounds or less
- Mobile and able to navigate within the office and meeting rooms as well as great guests
