CFO/Treasurer EXECUTIVE ASSISTANT

Job Overview

We are in search of a meticulous and proactive Executive Assistant to provide essential support to the CFO/Treasurer in delivering comprehensive financial and administrative assistance to the Executive Board staff. This pivotal position plays a critical role in ensuring the seamless operation of the office while fostering a professional and welcoming environment.

Key Responsibilities

• Oversee the CFO's calendar, ensuring timely updates for appointments and crucial deadlines.
• Develop and prepare materials for Finance Committee and Administration Support Committee meetings, guaranteeing precise documentation and transcription of meeting minutes.
• Record and distribute minutes, attendance logs, and financial summaries from Executive Board meetings to relevant stakeholders.
• Assist in the creation and editing of the Annual Budget, Book of Reports, and other significant financial documents.
• Provide logistical support for the Annual Meeting, including assistance with ballots and related materials.
• Administer corporate credit card transactions, ensuring compliance and proper documentation.
• Process scholarship applications for qualifying candidates, coordinating payments to universities on behalf of students.
• Manage the Mary Hill Davis Ministry requests, effectively tracking deadlines and award data.
• Handle incoming calls and meeting requests with professionalism and diligence.
• Organize daily office tasks to optimize efficiency and workflow.
• Deliver exceptional telephone support, ensuring prompt message routing and prioritization of callers.
• Maintain an accurate and up-to-date contact database.
• Plan and coordinate assigned meetings and events, managing logistics proficiently.
• Prepare for the CFO's meetings and financial seminars, including room reservations and catering arrangements.
• Manage personal correspondence and travel arrangements for the CFO/Treasurer, ensuring timely communication of critical information.
• Collaborate with Conference & Events to negotiate with vendors and facilitate event logistics, including invoice review and processing.
• Assist the CFO with various tasks and projects, including conducting research and data analysis as required.
• Develop and implement effective operational processes within the CFO's Office, aligning with budget objectives.
• Organize and maintain Endowment and Legal files, ensuring proper documentation and compliance.
• Establish efficient record retention systems for diverse types of documentation.
• Manage internal communications within the CFO's office, processing mail and following up on correspondence as needed.
• Welcome guests to the CFO's office, providing refreshments as appropriate.
• Stay informed about the CFO's schedule to guarantee seamless support.
• Research assigned issues to provide timely and informed assistance to the CFO.
• Collaborate with colleagues to achieve project deadlines and objectives.
• Process daily mail and correspondence, ensuring prompt distribution to relevant personnel.
• Draft and proofread letters, memos, and reports, ensuring clarity and professionalism.
• Participate in meetings and training sessions for ongoing professional development.
• Comply with all organizational policies, procedures, and applicable laws.
• Execute tasks associated with Financial Edge, including transaction approvals as required.
• Undertake additional assignments and duties as directed by the CFO.
  
  

Required Skills

• Bachelor's degree from an accredited institution or equivalent experience (4 years) in administrative support.
• Active membership in a supportive church during employment.
• Strong verbal communication skills with the capacity to articulate effectively in person and over the phone.
• Proficiency in drafting professional correspondence.
• Excellent typing and administrative abilities.
• Capability to maintain confidentiality and exercise sound professional judgment.
• Proven ability to work independently and make sound decisions.
• Strong interpersonal skills to foster relationships with staff, vendors, and diverse organizations.
• Proficient in Financial Edge, Salesforce, and standard office equipment (copier, fax, etc.).
• Fluency in English; bilingual in Spanish is a plus.
• Strong accounting capabilities for managing invoices and budgets.
• Ability to communicate effectively in environments with ambient noise.
• Meticulous attention to detail and the capacity to sustain focus on tasks for extended periods.
• Skillful in remembering and executing both verbal and written assignments.
• Initiative and ability to meet deadlines while appropriately managing requests.
• Professional demeanor in workplace communication.
• Proficient in Microsoft Office Suite and relevant software applications.
• Excellent presentation skills for engaging with groups or individuals.
• Physical capability to perform tasks requiring lifting, carrying, and coordination.
• Willingness to travel to various locations, including potential overnight stays as necessary.
• Ability to exert up to 20 pounds of force occasionally and 10 pounds frequently.
  
  

Employment Type: Full-Time