Executive Assistant & Special Projects Coordinator

Summary

The Executive Assistant & Special Projects Coordinator will perform a wide range of administrative and office support activities, undertake and manage Finance, projects and activities in a fast paced and results driven environment. This role will report to the Chief Financial Officer to facilitate the efficient operation of the Finance organization. The role will have project management responsibilities to create exciting opportunities in support of key tasks and dynamic company
initiatives.

Responsibilities

• Support the CFO’s administrative needs to include scheduling all meetings, meeting prep, expense processing, calendar maintenance, travel arrangements and other administrative tasks
• Represent CFO in communications as needed and coordinate communications with both internal leaders and high- level external contacts
• Assist with scheduling and preparation for critical meetings with internal and external contacts including agenda and meeting takeaways for attendees
• Assist with the preparation of presentations or materials for CFO as needed
• Schedule and track meetings including room set up, dissemination of presentation materials, and ordering refreshments. Manage room availability priorities
• Assist with information gathering from Finance leaders and external contacts to provide CFO with status updates as needed
• Track and stay informed on Finance projects and keep abreast of current project to provide status updates to CFO 
• Create documents, reports and analysis as required to ensure timeliness, accuracy and completeness of critical and confidential Finance team projects
• Interact with internal stakeholders at all organizational levels to gather information and/or provide information
• Work closely with Executive Assistants to the CEO & Founder as well as to our President to obtain information and schedule meetings for CFO
• Screen documents and agreements sent to CFO for review/signature, to ensure compliance, accuracy, and appropriate preliminary approvals
• Complete Finance PO’s, vendor set ups, etc. to process Finance department expenses as needed
• Disseminate critical information to CFO and maintain excellent communication
• Assist with various special projects as needed  

Requirements

• 7+ years of demonstrated relevant experience working with high-level executives preferably in a Finance- related setting
• Bachelor's degree is required
• Ability to grasp projects and assignments at the time of initial request, take responsibility for developing the method and process of completing projects with excellent communication on project status
• Personal and professional ethics and integrity to the highest degree
• Impeccable judgment (sensitivity and discretion) in handling confidential materials and situations
• Ability to lead effectively within a highly collaborative team setting
• Ability to build productive relationships while delivering results
• Outstanding oral and written communications skills with an ability to speak to a variety of audiences, transform ambiguity into clarity, and articulate needs with persuasiveness and conviction
• Excellent listening skills; and the capacity and willingness to engage in discussion with various levels in the organization
• High degree of energy, initiative, and organization; self-confidence, creativity, and willingness to take risks and to develop and evaluate new programs with knowledge of national best practices, including the ability to use research, data, and assessment to guide decision-making
• Demonstrated ability to work alongside colleagues, at all levels, respectfully and inclusively to foster a positive environment that promotes employee engagement and recognizes their contributions
• Ability to model a commitment to personal growth and development, and to nurturing the talents of others through strong mentoring, coaching, and team building
• Approachable, optimistic, and intellectually curious with personal warmth, generosity of spirit, a can-do attitude, and strong resilience in the face of criticism