What are the responsibilities and job description for the Executive Assistant to CFO position at Tawani Enterprises?
The Executive Assistant provides administrative support to the Chief Financial Officer (CFO) as well as the Finance Team performing a wide variety of functions independently, exercising confidential discretion and sound judgment in the performance of these duties. The Executive Assistant helps to screen phone calls and take detailed messages, maintain office files, coordinates and maintains Executive calendar and Team calendars, prepares mailings and routine correspondence as directed, run errands, attend meetings, and complete reports as requested by the CFO. Additionally, this person will assist with special projects as assigned by the CFO.
ESSENTIAL POSITION QUALIFICATIONS
ASSIGNED RESPONSIBILITIES AND DUTIES
BENEFITS (Full-time Employees):
ESSENTIAL POSITION QUALIFICATIONS
- 3- 5 years’ experience in specific administrative support capacity with a CFO, finance, tax, or accounting team preferred
- Strong communication and interpersonal skills
- Detail oriented and organized
- Computer literate with the ability to learn new software applications quickly;
- Intermediate to advanced level abilities with Microsoft Office products and Adobe products
- Ability to organize and lead projects and perform multiple tasks in a busy environment
- Flexible and ability to adapt readily to changing circumstances
ASSIGNED RESPONSIBILITIES AND DUTIES
- Being knowledgeable in all activities and projects the CFO is involved in, as to accurately respond to routine inquiries from staff.
- Developing and implementing systems to ensure needs and expectations of the CFO are met in a timely and efficient manner.
- Organizing meetings called by the CFO, including preparing agendas, inviting attendees, scheduling meeting rooms, ordering equipment, taking and transcribing meeting minutes, monitoring action and follow-up items, and keeping permanent records as appropriate.
- Setting up and monitoring working project files, assuring deadlines are met.
- Scheduling appointments, keeping calendar current, providing optimal time for work and special projects.
- Sorting, reading and annotating incoming mail and documents, ensuring all documents are complete prior to obtaining executive’s signature; composing responses or providing pertinent information for executive response, when necessary.
- Answering, screening and handling telephone calls appropriately. Representing executives(s), responds to calls relaying information reflecting executive’s views and wishes, reporting back any unusual circumstances.
- Composing correspondence for signature.
- Maintain and oversee department permanent files in accordance with policy. Keeping current, as well a pertinent background information available and easily retrievable, serving as an “information resource” as requested.
- Coordinating all travel arrangements for CFO including airfare, hotel and/or conference registration, etc., respective of budgetary limits and policy guidelines.
- Providing additional administrative assistance to the department as required.
- Performing other duties as assigned by the CFO.
- Microsoft Suite novice
- Able to work in the office at least 3 days a week
- Understands building a digital footprint rather than with paper
- Professional with other Executive team members and well as across other departments
- Self-motivated and can manage own tasks effectively and efficiently
- Can maintain confidentiality
BENEFITS (Full-time Employees):
- Paid time off
- 401K
- Medical, dental, and vision coverage
