Executive Assistant - Finance

Responsibilities

• Maintains calendars of the SVP CFO, arranges meetings and appointments and provides reminders as needed.
• Serves as principal administrative contact and liaison representing the Finance department with internal/external clients.
• Proactively ensures SVP CFO remains on schedule for meetings.
• After consultation with the Executive, reschedules meetings when Executives are running longer than expected to remain efficient and effective.
• Performs the administrative function for new hires, ordering new IT equipment, business cards, coordinating organizational announcements, new hire training, etc. to have an orderly onboarding of new hires.
• Arranges executive travel for the SVP CFO and direct reports including dining arrangements as needed.
• In a timely fashion purchases airfare at the lowest costs through the V2X travel partner CWT/Concur while maintaining flexibility for changes in the Executives’ schedules.
• Ensures all details for getting to and from the airport, hotel, office, customer sites etc. are clearly detailed in an itinerary, all logistics of travel are known to the Executive.
• Further processes printing boarding passes, performs check-ins, ensuring loyalty numbers are entered, phone numbers and addresses are in Executives’ online calendar or itinerary.
• Develops, implements and administers departmental office systems and procedures.
• Interprets and communicates policies and processes.
• Reviews, assesses, routes, answers and monitors follow up action steps on correspondence.
• Gathers and analyzes information required for administrative reporting.
• Provides wide ranges of support including typing, composing and editing letters, running and issuing reports, developing presentations and communication pieces.
• Uses multiple technical applications including Microsoft 365, Microsoft Teams, and other applicable applications.
• Uses Internet and may include SharePoint maintenance and design for the Finance department.
• Assists SVP CFO with polishing and editing Audit Committee and Board of Director meeting materials.
• Establishes routine town halls.
• Seeks input for agenda topics, coordinates presentation and audio-visual equipment. Coordinates survey for feedback.
• Establishes routine staff meetings.
• Seeks input for agenda topics from SVP CFO and direct reports and gets the SVP CFO’s approval prior to completion of agenda.
• Ensures technology works properly in all Finance conference rooms and offices.
• Develops meeting minutes, accurately enters notes and distributes with follow-up to action items.
• Completes expense reimbursements on a weekly basis for SVP CFO.
• Maintains log of monthly out-of-pocket expenses.
• Produces professional-quality reports, presentations and briefs.
• Develops and carries out an efficient documentation and filing system for both paper and electronic records.
• Delegates tasks as appropriate to other members of the team.
• Special projects and duties as assigned.

Qualifications

• Education: High School Diploma or equivalent. One year of education may be substituted for one year of education, if degree is required. Undergraduate degree helpful; experience in Finance a plus.
• Experience: Minimum of ten (10) years’ experience as a Sr. Executive/Administrative Assistant at the C-suite level.
• Skills: Confidentiality mandatory; high degree of professionalism; basic bookkeeping and math skills; proficiency in English; ability to stay calm and on-task in high-stress situations; exemplary planning and time management skills. Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities and attention to detail. Exceptional interpersonal skills and proactive engagement. Friendly and professional demeanor.
• Other Requirements: United States citizenship, required.
• Software: Advanced Microsoft Office skills, with an ability to become familiar with V2X programs and software. Proficient in the use of computers and computer software programs such as Word, Outlook, PowerPoint, and Excel.
• Technology: Company-issued computer, printer, copy machine and other general office equipment.