Executive Assistant

The Executive Assistant - CFO Support is a crucial role within the organization, focused on providing comprehensive administrative support to the Chief Financial Officer (CFO). This position models Principled Based Management and plays a pivotal role in improving the productivity of the CFO. Key productivity attributes include collaboration, proactive, sense of urgency, and identifying new and innovative ways to enhance efficiency.

The Executive Assistant will have ownership of the CFO's calendar, manage communications on their behalf, and ensure the smooth functioning within the executive office. Additionally, the Executive Assistant will help manage demands on the CFO's schedule, foster a close partnership with other executive assistants, and represent the company's executive office and executives in a professional manner.

• Supports and Reports to the CFO:
• Work closely with the CFO, providing high-level support and acting as a trusted partner.
• Maintain open lines of communication and foster a strong working relationship with the CFO.
• Improve CFO's Productivity: Take a proactive approach to identify opportunities for improving the CFO's productivity.
• Continually explore innovative methods to contribute to productivity enhancements, streamline processes, and implement effective time management strategies.
• Help manage demand on the CFO's schedule to ensure time is prioritized and available for spontaneous discussions, focus, and reflection.
• Calendar and Schedule Management:
• Efficiently manage and maintain the CFO's calendar, scheduling appointments, meetings, and travel arrangements. Prioritize and coordinate conflicting demands, ensuring optimal time utilization.
• Understand time goals.
• Collaborate closely with other executive assistants to coordinate schedules effectively and foster a strong partnership.
• Communication and Representation:
• Serve as the primary point of contact for internal and external communication on behalf of the CFO. Act as a liaison between the executive and internal departments, ensuring effective communication and collaboration. Prepare and proofread correspondence, presentations, and reports.
• Handle inquiries, phone calls, and emails with professionalism and confidentiality. Professionally represent the company's executive office and executives, ensuring a positive and polished image.
• Provide daily packages containing the CFO's calendar, meeting materials, action items, and priorities for review, enabling the CFO to prepare effectively for the day.
• Email Management:
• Co-own the CFO's email inbox, working collaboratively to manage, respond to and organize emails.
• Help ensure prompt responses and actions on important emails, maintaining efficient email communication.
• Proactive Approach:
• Proactively anticipate actions needed to drive productivity and support the CFO's goals and priorities.
• Be contribution-motivated with a can-do attitude, assist others when needed.
• Document Management:
• Manage document management processes, including electronic notes, printed documents, and obtaining signatures.
• Ensure the organization and easy retrieval of files and records.
• Purchase Order Management: Create and track purchase orders as required, ensuring accuracy and timely processing.
• Approval Coordination: Coordinate approval processes for SAP security, Coupa, PARs (Purchase Authorization Requests), GRC (Governance, Risk, and Compliance) requests, and act as a delegate for credit memos.
• Trip Planning: Assist in trip planning, including agenda preparation and making necessary arrangements for meetings, air travel, ground transportation, and hotel accommodations.
• Expense Management:
• Ensure timely submission of expense reports using Concur.
• Facilitate timely approval of expense reports for the CFO's direct reports.
• Corporate Finance Support: Provide support for corporate finance team as needed.

• Proven experience as an executive assistant or in a similar senior administrative support role.
• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• High attention to detail and problem-solving skills.
• Proficiency in office productivity tools (e.g., Microsoft Office Suite).
• Ability to maintain confidentiality and handle sensitive information discreetly.
• Flexibility to adapt to changing priorities and work in a fast-paced environment.
• Professionalism, integrity, and a proactive attitude with a willingness to help others in need.