Executive Assistant - Finance

About Us

Founded in 1912, Girl Scouts of the USA (GSUSA) is the preeminent leadership development organization for girls and the leading authority on their healthy development. Millions of Girl Scout alums across the country and the world have gone on to achieve incredible things and make a tremendous impact in fields ranging from public policy, medicine, journalism, and athletics to international relations, science, technology, art, and entertainment.   

As a mission-driven organization, Girl Scouts of the USA champions girls as they explore their worlds, try new things, and develop courage, confidence, and character to make the world a better place. From stargazing during a first overnight camping trip to building robots, navigating a rocky hiking trail, working together on a community project, and learning about the importance of environmental stewardship, Girl Scouts of all backgrounds and abilities can unapologetically be themselves as they rise to meet new challenges and discover the issues that matter most to them. Along the way they learn the power of friendship, connection, and teamwork.   

Girl Scouts are doers, innovators, problem-solvers, creators, and dreamers, and the GSUSA team is here to center, support, and inspire them, working with 111 local councils across the country and USA Girl Scouts Overseas to deliver our life-changing Girl Scout Leadership Experience.  

This role requires 2 days in-office as a hybrid position located in New York City. 

You Will

The Finance Executive Assistant (EA) provides support for the Chief Financial Officer (CFO) and other key Finance & Procurement leaders within the department, as needed.  The range of administrative duties include extensive calendaring, including coordination with outside parties and Executive team members; travel planning and expense reporting; managing and filing of critical data whether in hard copy or electronic in a systematic manner; and creating and managing correspondence.  The Executive Assistant is responsible for managing and supporting the Finance community’s extensive committee work and the team’s development opportunities.  This role will handle sensitive and confidential information.  The incumbent must maintain strict adherence to confidentiality requirements. 

ESSENTIAL RESPONSIBILITIES - Primary duties of the position 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Responsible for coordinating all aspects of Board Committee meetings, in collaboration with our Office of the National Board.  Includes but is not limited to scheduling of meetings, preparation of draft agendas, coordinating/curating content, posting of content to Board Effect, drafting meeting minutes, and related communications to Board & Committee members.  Directly supports the following committees: Finance Committee, Audit Committee, Investment Subcommittee, Pension Committee.  Support for the Executive Committee and Board at-large may also be required.  

• Provide support to senior leaders within the Finance & Procurement community through managing calendars, scheduling meetings, scheduling travel, processing of expense reports and corporate correspondence.   

• Provide project management support for aggregate Finance & Procurement docket as well as ad-hoc efforts.  

• Coordinate Finance & Procurement team huddles by planning agendas, coordinating guest presentations, and bringing innovative ideas to help support teamwide engagement.  

• Support departmental administration of the corporate/P-Card program.  Analyze monthly activity and highlight anomalies or activity that does not align with policy.    

• Support maintenance of the signature authorization process and catalog of signature authorizations.  

• Support departmental maintenance of organization information with charity watchdog sites.  Identify stale/inaccurate information and ensure that the latest available information is available.  

• Serve as Contracting Business Partner for Finance and Procurement, which entails managing the contract submissions, gathering supporting documents from vendors, following up on questions from reviewers and/or approvers, ensuring timely completion of contracts, through the contract management system (CLM).  

• Support departmental maintenance of state charitable registrations with state taxing authorities.  

• Support departmental compliance with records retention policy by ensuring proper storage and organization of documents and related artifacts. 

• Serve as culture advocate, supporting departmental action plans designed to strengthen our culture and enhance engagement. 

Essential Responsibilities 

Coordination & execution of Board/Committee meetings  

Provision of direct support to Finance Leadership  

Culture advocate for Finance & Procurement, inclusive of coordination of team huddles  

Administration of corporate card/p-card program  

Administration of signature authorization process  

Maintenance of charity watchdog sites  

Finance & Procurement contract processing  

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  

REQUIRED COMPETENCIES  

Administrative coordination duties or may support Executive Team with confidential, administrative support; Individual Contributors who may have responsibility for projects or processes and who are still developing. 

• Strong verbal and written communication skills, with experience working with c-suite executives, board members and external stakeholders  

• Demonstrated leadership and interpersonal skills  

• Highly organized, autonomous/self-directed and capable of managing multiple projects simultaneously  

• Collaborative & diplomatic  

• High-energy, can-do attitude  

• Strong customer service orientation  

• Keen eye for attention to detail  

• Sound judgment and complex problem-solving skills  

• Must be available to work overtime as needed to complete projects that have specific deadlines  

REQUIRED TECHNICAL SKILLS   

Office 365 or similar suites 

Competency in PowerPoint or similar presentation software 

Competency in Microsoft Excel or similar software 

Advanced 

Advanced 

Advanced 

REQUIRED EDUCATION AND EXPERIENCE (i.e., degrees, certifications) 

Degree or Equivalent Experience: 

Bachelor’s degree or equivalent experience 

Minimum Years of Experience:   Minimum of five (5) years’ experience in corporate environment 

Required Field of Study:  

N/A 

Certifications Requirements:  

N/A 

SALARY RANGE: $60,900 - $85,000

This represents the present low and high end of the pay range for this position. This pay range is only applicable to NYC Metro-based employees, on a hybrid schedule.  Actual pay will vary based on various factors, including but not limited to experience.

What We Offer: 

Girl Scouts is powered by people, and we encourage our team members to be their best selves in and out of the office. We place a high priority on flexibility and offer a competitive employee salary and benefits package that includes: 

Paid Time Off:  

GSUSA offers 20 days of paid time off, 2 floating holidays, as well as 9 workplace holidays per year. GSUSA staff also enjoy a paid holiday year-end office closure between Christmas and New Year's.

Other Benefits: 

• Medical and Behavioral Health Coverage 
• • Plan options with individual and family coverage which includes wellness, hospitalization, and fertility assistance. 
  • Both plans include GSUSA partial subsidy of premium costs
  • Dental and vision coverage 

• Health Savings Accounts (HSAs) and Flexible Spending Accounts (FSAs) including Health, Dependent Care, and Limited FSA for those with Health Savings Accounts 
• Company-paid life insurance 
• Flexible work arrangements 
• 12 weeks of paid parental leave 
• 401(K) with company match 
• Sick leave 
• Short- and Long-Term Disability for salary continuation 
• Health and Wellness Classes and Activities throughout the year 
• Access to Employee Engagement Groups 

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

WORK ENVIRONMENT: This job operates in a professional office environment.  

POSITION TYPE / EXPECTED HOURS OF WORK: This is a full-time position. Days and hours of work are Monday through Friday. 

AAP/EEO Statement:  GSUSA is an equal employment opportunity employer. 

Travel Requirements

Salary : $60,900 - $85,000