Executive Assistant and Finance Coordinator

Responsibilities

• Maintain the executive calendars: schedules and confirms appointments, arranges meeting rooms or facilities, makes and confirms travel plans.
• Prepares agendas or presentations, attends meetings with the executive, and takes, transcribes, and distributes notes or minutes.
• Screens and prioritizes incoming communications (emails, calls, mail), ensuring timely and appropriate follow-up.
• Screens and approves expense reports and timesheets on behalf of the executive.
• Handles sensitive information with discretion.
• Maintains administrative files.
• Provides additional administrative or operational support as directed.
• Works to maintain smooth and accurate operational functions within the Nature Finance Group.
• Affords support to staff in understanding CI policies and procedures as they pertain to operational functions.
• Supports budget management, including the annual budget process, monthly budget updates, and liaises with internal project managers on budget needs.
• Handles routine financial transactions, including but not limited to reviewing and preparing requests for vendor payments, contract and donor invoices, non-CI staff reimbursements, reclassifications, and monitoring occupancy and phone expenses.
• Creates and maintains project records in CI’s financial systems in an accurate and comprehensive manner for donor and audit compliance.
• Approves expense reports in CI’s system to ensure that information is correct and in compliance with CI and donor policies.
• Reviews and approves employee time reporting for proper coding and charging, provides monthly updates to employees on time allocation balances, and tracks timesheet submission and runs timesheet compliance reports to ensure the time recording policy is followed by Center staff.
• Performs related duties as assigned by the supervisor.

Qualifications

• High school diploma or equivalent; some college or technical education preferred.
• 2 to 4 years of related work experience.
• Proficiency in MS Office, especially Microsoft Excel.
• Ability to review and analyze detailed information accurately and efficiently.
• Strong organizational and communication skills.
• Ability to prioritize and manage a high volume of varied tasks and meet internal and external deadlines.
• Demonstrated ability to quickly learn, understand, follow, and improve internal processes.
• Ability to work effectively, courteously, and tactfully with people representing a variety of disciplines, cultures, and backgrounds.