Executive Assistant

REPORTING RELATIONSHIPS:

This position reports directly to the EVP & CFO.

PRINCIPAL OBJECTIVE OF POSITION:

The Executive Assistant will perform a wide range of administrative and office support activities to assist the EVP & CFO in facilitating the efficient operation of the finance organization.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Maintain the EVP & CFO’s appointment schedule by planning and scheduling business and personal meetings, conferences, Teams meetings, as well as coordinating and booking travel arrangements as needed.
• Assists the EVP & CFO with daily administrative duties and completes a broad variety of administrative tasks that include completing expense reports; composing correspondence; tracking high priority emails; and compiling documents for meetings.
• Supports the EVP & CFO in preparing for meetings, including preparing meeting materials, keeping track of meeting progress, follow-up items, preparing correspondence and other documents, as necessary.
• Works closely and effectively with the CFO to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
• Serve as a primary contact for the company, greet and establish rapport with employees, clients, visitors, and all other guests entering and exiting the building.
• Answer and direct telephone calls, and appropriately relay important information promptly, clearly, and maintain confidentiality as needed.
• Perform tasks with a clear understanding that the Executive Assistant is a representative of the EVP & CFO.
• Retains corporate contract files and keeps up to date log of all contracts including names, dates of contracts, termination dates, and renewal periods.
• Communicate, when necessary, with corporate lawyers, auditors, etc., on behalf of the CFO concerning company matters, billings, and meetings.
• Assist in the preparation of emails and correspondence on behalf of the CFO.
• Help build and maintain the desired culture of the organization.
• Assist with regularly organizing and prioritizing email messages in the CFO’s inbox.
• Exhibit an ability to prioritize work and deliver assignments in a timely manner.
• Manage sensitive matters with a high level of confidentiality and discretion.
• Assist as directed in the planning, coordinating, organizing of various company meetings, events, and celebrations and assist and supervise during said events.
• Ability to be accessible for after-hour travel, scheduling, and other needs.
• As directed, speaks on behalf of the CFO with a spirit of humility and professionalism.
• Work with and without specific direction.
• Perform all tasks in a timely and professional manner.
• Perform other work-related tasks and/or projects as requested or required.

MINIMUM QUALIFICATIONS:

• Be able to succeed within and adhere to the culture of the Furst-McNess Company.
• Ability to perform essential job functions with or without accommodation.
• Education is equivalent to a bachelor’s degree in business administration, or equivalent experience.
• Minimum of 5 years of experience as an Executive Assistant reporting directly to senior management.
• Ability to read, write and speak English proficiently.
• Legal knowledge and background is preferred but not required.
• Proficient in the use of all office equipment.
• Working knowledge of computers and software, including SAP and the Microsoft Office.
• Ability to perform assigned duties with minimum supervision or direction and possess a thorough knowledge of work routines.
• Ability to handle information of a confidential nature.
• Excellent communication skills, both oral and written, and capable of utilizing these skills within all levels of the Company as well as externally.
• Ability to provide outstanding customer service to all associates and management staff, showing a sense of urgency relative to solving problems and performing assigned tasks.
• The ability to effectively organize work schedules and manage multiple assignments by utilizing time management skills to ensure day-to-day assignments and special projects are completed within agreed guidelines.
• Ability to work as an effective team member. Willingness to pitch in and do work that may not be a specific part of the job description for the overall good of the Company.
• An ability to be flexible and be willing to change along with recommending changes that can enhance our ability to serve both internal and external customers more effectively and in a professional manner. Respect other people’s points of view and be able to accept constructive criticism.