What are the responsibilities and job description for the Executive Assistant position at Pioneers?
We are posting this role on behalf of our client. You will be able to see more details about the hiring company once you start your application.
Our client is seeking a highly organized, proactive, and discreet Executive Assistant to provide comprehensive administrative support to the CFO. This role requires exceptional attention to detail, excellent communication skills, and the ability to manage a wide range of responsibilities independently in a fast-paced environment.
Job Description
Assist the CFO with daily administrative duties and complete a broad variety of administrative tasks that include:
- Managing a dynamic calendar of business meetings and personal appointments;
- Preparing and reconciling expense reports;
- Maintaining organized paper and digital filing systems;
- Drafting and preparing correspondence and communications with a high level of accuracy;
- Running business and personal errands as needed;
- Coordinating complex domestic and international travel, including detailed itineraries and agendas;
- Compiling meeting materials and supporting documentation;
- Monitoring and triaging the CFO’s email inbox and phone calls;
- Managing incoming and outgoing mail.
- Support CFO in managing deadlines and key deliverables, including tracking progress and following up with internal and external stakeholders.
- Serve as a liaison between the CFO and internal staff, maintaining effective, professional communication on the CFO’s behalf.
- Coordinate logistics for internal and external meetings, events, and engagements.
- Take and transcribe detailed meeting minutes; prepare and distribute meeting packets.
- Assist in the preparation of reports, presentations, and communications for leadership meetings and board-level discussions.
- Provide daily briefings and prioritized action item lists for the CFO.
- Maintain strict confidentiality and ensure the security of sensitive information, files, and contacts.
- Oversee the cleanliness, functionality, and professional appearance of executive offices and shared executive spaces.
- Perform additional duties and special projects as assigned.
Requirements
- Minimum 5 years of experience supporting a senior executive in a fast-paced, professional office environment.
- High level of discretion and integrity.
- Ability to exercise diplomacy and impartiality.
- Ability to take initiative and operate with minimal supervision.
- Excellent communication (verbal and written) and organizational skills.
- Experience in booking domestic and international travel.
- Proficiency in Microsoft Office Suite and calendar management tools; Expertise in Excel and PowerPoint is a plus.
- Must be able to work onsite.
- Must have a valid driver’s license and reliable transportation to work.
