Executive Assistant

About the role

The Executive Assistant to the Chief Financial Officer (CFO) & Board of Directors (BOD) provides high-level administrative, operational, and strategic support to the CFO while serving as a key liaison to the BOD. This role requires exceptional organization, discretion, communication skills, and the ability to manage complex schedules, confidential information, and board governance processes in a fast-paced environment.

Responsibilities

• Demonstrate initiative, a strong work ethic, and a readiness to take ownership of tasks, approaching challenges with a solutions-focused mind.
• Maintain and handle sensitive information with the highest level of confidentiality.
• Aid in the preparation of highly confidential materials, PowerPoint, and other presentations.
• Manage and maintain schedules by proactively managing complex calendars and remaining flexible to multiple changes.
• Manage responsibilities related to organizing meetings, department events, training sessions, and conferences.
• Handle and update spreadsheets, financial reports and other ad hoc documents or reports, as needed.
• Manage responsibilities related to organizing meetings, department events, training sessions, and conferences.
• Coordinate travel accommodations and itineraries – U.S. and international (flight, hotel, transportation, etc.).
• Prepare expense reports for approval on a monthly basis.
• Interface with employees, executives, board members, customer, vendors, and public.
• Support the execution of high-priority projects and initiatives.
• Interface with employees, executives, board members, customer, vendors, and public.
• Interface with employees, executives, board members, customer, vendors, and public.

Qualifications

• Exceptional written and verbal communication skills with the ability to communicate professionally and effectively with executives, Board members, employees, and external stakeholders.
• Highly developed organizational, critical thinking, and problem-solving skills with the ability to anticipate needs and proactively address challenges.
• Strong analytical skills and attention to detail with a commitment to producing accurate, high-quality work.
• Prior experience coordinating Board and Committee meetings, materials, and communications.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Current Notary Public certification or willingness to obtain certification within a specified timeframe after hire.

Skills

• Advanced computer and technology skills, including proficiency in Microsoft Office Suite and related systems.
• Demonstrated ability to maintain the highest level of confidentiality, discretion, and professionalism when handling sensitive executive and Board information.
• Demonstrated ability to adjust priorities, manage changing deadlines, respond to evolving needs, and provide support multiple with professionalism and composure.
• Demonstrated relationship management, facilitation, and influencing skills to effectively coordinate with executives and department leaders to obtain presentations, reports, and supporting materials by established deadlines.

Benefits

• Medical, dental, vision, and life insurance;
• Disability coverage;
• Flexible spending plans;
• A 401(k) plan;
• Paid Time Off (PTO) and Holidays.