Executive Assistant to Chief Financial Officer

About the Role

The Executive Assistant will provide a wide range of administrative and project support to relieve the Chief Financial Officer (CFO) of administrative tasks to increase the time they can spend attending to executive-level responsibilities. This position often participates and manages multiple projects, ensuring strong communication and collaboration with the CFO, other Ministry Leadership, and Team Members. This is an onsite role in Franklin, TN.

Responsibilities

• Serve as the primary administrative resource for the CFO, including development of correspondence on time-sensitive, confidential, and non-confidential matters; email, telephone, voicemail, and other electronic messaging communication; opening and sorting mail; purchasing supplies; managing receipts and completing expense reports; photocopying, scanning, and faxing; maintenance of filing and records management systems (hard copy and electronic); and other general administrative functions as needed.
• With minimal supervision, consistently and accurately plan, conduct, lead, and complete complex assignments requiring independent action and a high degree of initiative to resolve issues. Assignments may include developing and monitoring budget activities, formulating long- and short-range requirements; monitoring project performance and timelines; coordinating administrative activities; acting in a liaison capacity with other departments, divisions, outside counsel, and other organizations; evaluating progress and recommending major changes in procedures and process; and interpreting policies and procedures.
• Manage and maintain calendars, coordinate schedules, and handle meeting logistics, providing individualized support for phone messages; receiving and directing visitors; organizing, scheduling, and preparing for meetings and appointments (including conference calls) with increased ability to anticipate CFO needs; and independently updating department documents as needed.
• Understand and develop specific goals and plans to prioritize, organize, and accomplish work in coordination with the CFO.
• Provide outstanding customer service. Act as the main point of contact for all internal and external inquiries, appointments, and concerns.
• Prepare the CFO for meetings, bring urgent matters to their attention, and handle emergencies and routine matters on their behalf.
• Prepare materials for Board presentations and plan Board meetings and events. Function as Board Members' point of contact in the absence of the CFO.
• Work within a wide scope of responsibility, requiring awareness of departmental areas, which may include handling all inquiries within outlined capacity to relieve the CFO of administrative details and maximize the time efficiency and availability of leadership.
• Independently research, review, retrieve, and analyze information (station files, legal files, accounting information, contract files) and create CFO summaries, reports, and spreadsheets pertinent to projects.
• Learn and master statistical software programs, creating appropriate reports and analysis.
• Complete special projects/ad hoc reports and create engaging and informative presentations utilizing multimedia and technical tools.
• Assist in tracking ministry and department budgets; make recommendations based on data collected toward budgetary requirements.
• Coordinate appropriate travel and develop itineraries, including for conferences and complex group and meeting arrangements.
• Exercise administrative judgment on a regular and continuous basis and assume responsibility for decisions, outcomes, and results that have an impact on people, costs, and/or quality of service within the functional area.
• Perform to earn leadership's confidence, assuring confidential and discreet handling of all business with reliability.
• Act as an information source on organization policies and procedures. Know the formal and informal ministry and departmental goals, standards, policies, and procedures, and maintain familiarity with other departments within the ministry, preserving sensitivity to the inter-relationship of both people and functions with the ministry.
• Maintain K-LOVE policies and procedures such as time keeping, expense reporting, IT systems and software products, HR policies and procedures, etc., training staff, and regularly answering questions and/or concerns.
• Support compliance with ministry standards by maintaining privacy and confidentiality of information, protecting organizational assets, acting with ethics and integrity, reporting noncompliance, and adhering to applicable federal, state, and local laws and regulations.
• Support and contribute to ministry endeavors through following employment policies and practices and supporting a safe and healthy work environment.
• Perform other duties as assigned.

Qualifications

• Minimum 4-7 years of executive-level administrative experience.
• Excellent/advanced knowledge of administrative and clerical procedures; principles and processes for providing a service-oriented environment.
• Advanced proficiency in Microsoft Office Suite, including managing complex spreadsheets, pivot tables, and performing mail merges and specialized software as determined by the ministry.
• Strong research skills, including the ability to obtain research from multiple sources, conduct valid Internet research, investigate, and convey information to enable strategic decision-making, and to research and analyze a variety of complex issues and recommend solutions.
• Demonstrated flexibility and adaptability in relation to others' needs and priorities, using discernment to prioritize and integrate those needs with ongoing responsibilities.
• Confidence with humility to bring creativity, initiative, and innovation to routine and non-routine situations; and ability to exercise judgment in the resolution of administrative problems.
• Strong project management skills with the ability to manage and deliver on multiple projects concurrently.
• Strong written and verbal communication skills. Verbal comprehension, communication, and interpersonal skills in various situations.
• Strong skills in reading comprehension and written communication with the ability to produce a variety of documents based on intent and audience.
• Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Handle sensitive and confidential information on a regular basis. A proven ability to maintain confidences is essential to success in this position.
• Excellent interpersonal skills in all work-related relationships, including self-monitoring, self-assessing, and being sensitive to develop constructive and cooperative working relationships with others and maintaining them over time.
• Demonstrated experience in negotiating conflict and difficult situations with tact, candor, and humility.
• Possess a professional attitude, along with a willingness to support ministry and management needs.

Benefits

• Medical Insurance, Vision Insurance, and company-paid Dental
• Company-paid life insurance and short-term/long-term disability insurance
• Company 401k with a generous company match
• Parental leave with Baby Bonding pay
• Generous paid vacation, sick leave, and holiday time off
• Amazing company culture that includes exclusive access to concerts, movie premieres, media industry, and events