Executive Assistant to the VP of Finance

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Reports To: Vice President of Finance
Department: Finance
Travel: Yes

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About the role

Reports To: Vice President of Finance
Department: Finance
Travel: Yes

The Executive Assistant to the VP of Finance provides high-level administrative, organizational, and project support to the VP of Finance. This role serves as a trusted extension of the VP of Finance, helping manage priorities, coordinate across departments, prepare for critical meetings, track commitments, and ensure important initiatives continue moving forward. Given the breadth of the Finance function at Patmos, this is not a traditional administrative-only Executive Assistant position. The role requires strong business judgment, discretion, organization, and the ability to work effectively with executives, department leaders, Board members, lenders, professional advisors, and other external parties.

About Us: Patmos Hosting, Inc. delivers Freedom as a ServiceTM, providing organizations with an independent alternative to Big Tech's commercial constraints, censorship, cancellation and deplatforming. Patmos owns and operates datacenter infrastructure with decentralized connectivity, open peering, and free Internet Exchange hosting, ensuring resilience and true independence. Its services span multi-megawatt colocation for AI and hyperscale workloads, GPU/high-performance compute, custom data centers, domains, web and cloud hosting, colocation and tailored website and application development. Founded in 2022, Patmos is headquartered in Kansas City, MO, with teams and datacenters/locations in Kansas City, Dallas, Phoenix, Denver.

But we used strong tags; not prohibited. Could just plain text. Now Responsibilities:

Responsibilities

• Executive Support and Prioritization
  • Manage the VP of Finance's calendar, meetings, scheduling priorities, and competing demands.
  • Coordinate internal and external meetings involving executives, department leaders, Board members, lenders, auditors, attorneys, consultants, and other business partners.
  • Prepare agendas, meeting materials, background information, and other materials needed for meetings.
  • Anticipate information and materials the VP of Finance will need before important meetings or decisions.
  • Coordinate travel and related logistics when required.
• Meeting and Action Item Management
  • Attend selected meetings with the VP of Finance and document key decisions, commitments, and action items.
  • Maintain a centralized list of outstanding priorities and follow-up items.
  • Follow up with responsible individuals to ensure deadlines and deliverables are met.
• Cross-Functional Coordination
  • Serve as a liaison between the VP of Finance and leaders across the company.
  • Coordinate information requests between Finance and other departments.
  • Facilitate cross-functional initiatives sponsored or led by the VP of Finance.
  • Help resolve administrative or coordination issues that could delay Finance initiatives.
• Lender and Financing Coordination
  • Serve as the primary administrative and coordination point for lenders, financing sources, investment banks, brokers, and other capital providers working with the VP of Finance.
  • Maintain a centralized tracker of active financing processes, lender requests, outstanding diligence items, responsible internal owners, and deadlines.
  • Coordinate collection of financial, operational, project, customer, and other information requested by lenders.
  • Maintain organized lender data rooms and financing documentation.
  • Track term sheets, proposals, financing alternatives, key milestones, and outstanding decisions for the VP of Finance.
  • Coordinate execution and delivery of NDAs, diligence materials, lender forms, and other financing-related documentation with the appropriate internal owners.
  • Coordinate with legal counsel and other advisors on financing-related documentation and closing requirements.
  • Support financing closings by coordinating documentation, signatures, diligence requirements, and closing checklists.
  • Provide the VP of Finance with clear visibility into the status of each financing process and promptly escalate delays, missing information, or other issues.
• Board Support
  • Assist the VP of Finance with preparation and coordination of financial and other materials for Board meetings.
  • Maintain calendars and deadlines for recurring Board reporting and meetings.
  • Coordinate collection of information and materials needed for Board presentations.
  • Help ensure Board materials are complete, organized, and delivered on schedule.
  • Coordinate Board-related meetings and follow-up items involving the VP of Finance.
• Special Projects
  • Support special projects assigned by the VP of Finance that require organization, research, information gathering, or cross-functional coordination.
  • Take ownership of administrative and coordination-heavy projects that would otherwise consume executive time.
  • Identify opportunities to improve processes, communication, and organization within the Finance function.
• Confidentiality and Information Management
  • Handle highly confidential financial, personnel, legal, financing, compensation, Board, and corporate information with discretion.
  • Maintain organized electronic records for important Finance and executive matters.
  • Exercise sound judgment regarding matters requiring immediate escalation to the VP of Finance.
• Other Duties Assigned

  Please note this job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

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  Responsibilities

  • Executive Support and Prioritization: Manage the VP of Finance's calendar, meetings, scheduling priorities, and competing demands; coordinate internal and external meetings involving executives, department leaders, Board members, lenders, auditors, attorneys, consultants, and other business partners; prepare agendas, meeting materials, background information, and other materials needed for meetings; anticipate information and materials the VP of Finance will need before important meetings or decisions; coordinate travel and related logistics when required.
  • Meeting and Action Item Management: Attend selected meetings with the VP of Finance and document key decisions, commitments, and action items; maintain a centralized list of outstanding priorities and follow-up items; follow up with responsible individuals to ensure deadlines and deliverables are met.
  • Cross-Functional Coordination: Serve as a liaison between the VP of Finance and leaders across the company; coordinate information requests between Finance and other departments; facilitate cross-functional initiatives sponsored or led by the VP of Finance; help resolve administrative or coordination issues that could delay Finance initiatives.
  • Lender and Financing Coordination: Serve as the primary administrative and