Role Profile:
The Executive Assistant provides high-level administrative support to senior executives, primarily focusing on financial reporting activities. This role ensures efficient coordination, preparation, and distribution of financial reports while managing calendars, meetings, and communications. The ideal candidate is highly organized, detail-oriented, and has a solid understanding of financial principles and reporting processes.
Executive Assistant Responsibilities:
1. Administrative Support
§ Manage executives’ calendars, schedule meetings, and organize appointments to align with financial reporting deadlines.
§ Prepare and edit correspondence, presentations, and documents related to financial reporting.
§ Prepare and support new facility start up compliance (vendor communication & supporting documentation)
2. Financial Reporting Assistance
§ Support the preparation and review of weekly, monthly, quarterly, and annual financial reports.
§ Coordinate with the finance and accounting teams to ensure timely submission of reports.
§ Assist in compiling data and verifying financial records for accuracy and completeness.
§ Maintain confidentiality and handle sensitive financial information with discretion.
3. Communication and Coordination
§ Liaise between departments, ensuring clear communication of deadlines, updates, and requirements for financial reporting.
§ Organize and document financial reporting meetings, including preparing agendas, taking minutes, and following up on action items.
4. Project Management
§ Track and manage financial reporting project timelines and deliverables.
§ Assist in implementing process improvements for financial reporting efficiency.
5. General Administrative Tasks
§ Arrange travel and accommodations for executives, ensuring alignment with financial reporting schedules.
§ Manage expense reports and budget tracking for reporting-related activities.
§ Maintain organized filing systems for financial and administrative documents.
Scope of the role | Key responsibilities
General Duties:
§ Problem solving-Analyze situations, identify root causes, and brainstorm solutions to unexpected challenges
§ Communications management Act as a liaison for departmental deadlines and reporting
§ Document preparation Prepare, format, and edit various documents
§ Project management Support and assist various ongoing projects for the organization
§ Time management Prioritize jobs, and know how much time to spend on each endeavor
§ Office administration Manage record keeping and financial reporting
§ Information management Handle sensitive documents and data, and maintain strict confidentiality and an organized filing system
Qualifications
1. Four or more years of experience in an administrative role reporting directly to upper management
2. Excellent written and verbal communication skills
3. Proven organizational and time-management skills and an ability to organize and coordinate multiple concurrent projects
4. Proficiency in Microsoft Office Suite, particularly Excel, PowerPoint, and financial reporting software.
5. Proficiency with office productivity tools and an aptitude for learning new software and systems
6. Flexible team player, willing to adapt to changes and challenges
7. Ability to maintain confidentiality of information related to the company and its employees
8. Experience in overseeing budgets and expenses
9. Experience in developing internal processes and filing systems
