Executive Assistant to the CFO

About the Role

Provide organizational and administrative support to the CFO. Support the CFO in meeting preparations, executing work plans, and handling ad-hoc projects. A self-motivated individual who represents the CFO in all day-to-day activities, responsible for confidential and time-sensitive materials.

Organize all CFO meetings, social events, and conferences, coordinating all administrative aspects to ensure successful outcomes. Manage tasks, ensure follow-up on all projects assigned by the CFO, and prepare for every meeting. Bring relevant information to the CFO’s attention and relieve them of clerical, administrative, monitoring, and other tasks as needed. Professionally interact with visitors to the Finance department and manage contacts and professional connections.

Work closely with the CFO, Managers, and Supervisors to assist with special projects, analyze documentation, review department results, initiate ideas to improve department processes, and handle the social aspects and team spirit of the department.

Responsibilities

• Manage the CFO’s calendar/schedule for all meetings and events, respond to all calls, and advise of conflicts/issues upfront.
• Ensure all participants are well-prepared for the CFO’s meetings and all relevant reports/data are ready.
• Prepare agendas, reserve and prepare facilities, and record and transcribe minutes/protocols of all meetings.
• Keep the CFO on schedule for report submissions and ensure all needed information is obtained.
• Organize and maintain the file system, including correspondence, contracts, and other records.
• Arrange and coordinate travel schedules, reservations, and handle expense reports.
• Arrange visits for CFO guests.
• Manage and follow office attendance and office management (e.g., office equipment, days off, communications).
• Communicate both orally and in writing, and proofread material for the CFO to ensure appropriate communication.
• Manage CFO tasks using a task management system, including follow-ups, reminders, and reports.
• Follow CFO projects and implement work plans.
• Monitor, control, and support task performance within the Finance department.
• Manage and monitor Finance KPIs.
• Initiate and develop reports and tools to follow up on the performance of the Finance department.
• Prepare presentations and reference materials for Management meetings.
• Manage monthly report submissions.
• Prepare ongoing reports of Finance activity for senior management presentations.

Requirements

• Proactive, energetic, and independent.
• Result-oriented with quick response.
• Proficient in MS-Office tools (Excel, Word, and PowerPoint are a must).
• Bachelor’s Degree and at least 3 years of equivalent administrative experience working with higher management in a global or large company.
• Excellent interpersonal and communication skills, with the ability to work as a team and build good working relationships with senior counterparts.
• High level of interpersonal skills to handle sensitive and confidential situations with poise, tact, and diplomacy.