Executive Assistant - Finance

Responsibilities

• Process Optimization & Digital Transformation: Continuously evaluate, understand, and enhance operational workflows and administrative processes through the adoption of modern technology, including productivity apps, Large Language Models (LLMs)/AI tools, and automation to drive efficiency.
• Strategic Calendar & Priorities Management: Partner with leaders and contacts to strategically align and optimize complex calendars. Proactively resolve conflicts and ensure executives are fully briefed and prepared with necessary materials ahead of all engagements.
• Operating Rhythm & Project Tracking: Manage the operating rhythm for Finance leadership, including organizing staff meetings, business reviews, and planning cycles. Track action items and key Finance deliverables for momentum.
• Travel Logistics & Continuity: Manage domestic and international travel logistics for supported leaders, creating seamless itineraries and contingency plans aligned with shifting business schedules.
• Expense & Budget Support: Manage and track expenses, reimbursements, and invoices. Support purchase requisitions and vendor coordination according to financial compliance standards.
• Information Flow & Mail Governance: Review and filter incoming correspondence and data, applying sharp business judgment to flag time-sensitive actions (e.g., compliance filings, audit responses) and routing them to the correct stakeholders.
• Subsidiary Board Support: Assist with EA subsidiary board governance processes, including coordinating e-signatures for board approvals, maintaining documentation, and supporting the preparation and distribution of board minutes.
• Cross-Functional Collaboration: Act as a liaison across Finance, EA partners, and cross-functional teams to ensure alignment and smooth execution of priorities.
• Event & Meeting Logistics: Coordinate the execution of logistics for FP&A and broader Finance team events, promoting a connected and collaborative team culture.
• Finance Workplace Operations: Partner with IT, Facilities, and Workplace teams to optimize the day-to-day hybrid and in-office experience for supported leaders and the broader Finance teams.
• EA Community Leadership: Actively engage with the internal Executive Assistant (EA) community to share best practices, coordinate coverage, and champion a continuous learning and team culture.

Qualifications & Skills

• 5+ years of experience supporting senior executives (VP/SVP level) in a corporate global matrixed environment.
• Experienced supporting multiple executives and managing competing priorities effectively.
• Highly organized with strong attention to detail and a proactive, solutions-oriented mindset.
• Experienced with handling sensitive information with discretion and professionalism.
• Experienced communicating verbally and in written format with executives, stakeholders at all levels, and with internal and external contacts.
• Experience with complex travel coordination, expense management, and event planning.
• Proficiency in digital workplace tools (Microsoft Office, Google Workspace), expense management platforms, and an appetite for leveraging AI/LLM tools and productivity applications.