Executive Administrative Assistant

Function as an executive level coordinator supporting all departmental processes of the Finance and Accounting Department and its Goals and Objectives.

Primary Duties and Responsibilities

• Studies Finance and Accounting department methodologies in order to improve workflow, simplify reporting procedures, or implement cost reductions.
• Analyzes department operating practices, such as record keeping systems, forms control, office layout, suggestion systems, personnel and budgetary requirements, and performance standards to recommend new systems or revise established procedures.
• Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations, new hires, transfers, budget expenditures, and statistical records of performance data.
• Prepares reports including conclusions and recommendations for solution of administrative problems.
• Reviews and answers correspondence.
• Assists with preparation of weekly cash deposit.
• Assists in preparation of budget needs and departmental reports.
• Direct services, such as maintenance, repair, supplies, mail, and files.
• Compiles, stores, and retrieves management data to assist CFO with daily management of Finance and Accounting department.
• Assist in preparation of analytical and status reports of projects and activities, including monthly distribution of reports to Management.
• Interact and communicate with other peers, associates, and management in effective coordination of departmental actions within the Finance and Accounting department, and within the organization.
• Coordinate team events and celebrations.
• Coordinate the calendars of the CFO and Vice Presidents, organizing and scheduling meetings, conferences, and travel arrangements to ensure optimal time management and efficient operations.
• Lead and execute special projects for the CFO and Vice Presidents, ensuring timely completion and alignment with organizational goals.
• Serve as the liaison for annual audit activities, facilitating smooth communication and ensuring auditors' work was completed efficiently.
• Utilize analytics tools to gather, organize, and analyze management data, aiding the CFO in monthly status reports.
• Handle the preparation, reconciliation, and submission of expense reports for the Vice Presidents, Directors, Controller, and Chief Financial Officer.
• Assist in the preparation of analytical and status reports of projects and activities, including monthly distribution of reports to management.
• Enter, manage, and revise tax tracking software entries, documenting external tax submissions and their deadlines for multiple entities.
• Greet and welcome guests, vendors, bankers, and auditors both in person and over the phone; responded to inquiries or directed them as necessary.
• Manage office supplies inventory and authorized orders upon budget verification enterprise wide.
• Assisted in developing and implementing support materials for presentations and meetings, ensuring clarity and alignment with key objectives.
• Other tasks and responsibilities as assigned.

• Demonstrated ability to multi-task on several ongoing projects, maintain focus to ensure quality control and bring to satisfactory closure each project.
• Ability to work in a team environment with a servant heart to bring multi-faceted projects that cross over organizational boundaries to successful completion.
• Excellent written and verbal skills.
• Demonstrated ability to schedule, plan and coordinate work assignments on established priorities.
• To work unsupervised, and continue departmental priorities in absence of CFO.
• Detail driven with a high tolerance of and ability to manage stress.
• Proficiency in MS Word, Excel, Power Point, database management, and other programs of finance, accounting and budgeting. Business oriented, strategic mind-set.
• Bachelor’s degree desired; however, an Associate’s or two years of appropriate, proven on the job experience will qualify.
• Work experience of six to eight years of demonstrated, practical business experience in an administrative position, utilizing the above attributes.

Physical Demands & Work Environment

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

• While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus and work closely with data and numbers.
• While performing the duties of this job, the employee is not exposed to weather conditions outside of normal travel between locations.
• The noise level in the work environment is usually moderate.
• Typical office environment: may experience minor discomfort from extensive use of a computer display and keyboard; travel between buildings on campus and between campuses.