The Executive Assistant to the CFO will provide high-level administrative support to the Chief Financial Officer in a fast-paced office environment. This role requires a detail-oriented and proactive individual who can manage complex tasks, including financial document preparation, meeting coordination, scheduling, and correspondence. The ideal candidate will have strong organizational skills, the ability to handle confidential information with discretion, and a deep understanding of financial terminology. This position is in the office 4-5 times a week and offers overtime eligibility based on business needs.
Key Responsibilities:
1. Administrative Support:
Manage and maintain the CFO's calendar, ensuring efficient scheduling of meetings, appointments, and conference calls.
Organize and prepare materials for meetings, presentations, and correspondence.
Handle incoming and outgoing communications, ensuring timely responses and appropriate follow-ups.
Draft, proofread, and edit internal and external communications on behalf of the CFO.
Assist with day-to-day office tasks and manage office supplies.
2. Travel Coordination:
Coordinate travel arrangements, including flights, hotel bookings, transportation, and itineraries for the CFO and other senior finance team members.
Ensure all travel logistics are in place and efficiently executed.
3. Meeting and Event Coordination:
Schedule and coordinate meetings, both in-person and virtual, ensuring all participants are prepared.
Assist with organizing internal and external events, such as team meetings, client meetings, or company-wide gatherings.
Handle meeting logistics, such as room bookings, catering, and any required technology setup.
4. Communication and Liaison:
Serve as the primary point of contact between the CFO and internal/external stakeholders.
Ensure timely and professional communication with senior management, clients, and other departments.
Help prioritize tasks and respond to urgent matters on behalf of the CFO.
5. Project Management Support:
Assist with various ad-hoc projects and initiatives as assigned by the CFO, ensuring deadlines are met.
Coordinate cross-departmental efforts and ensure smooth execution of projects.
6. Confidentiality and Discretion:
Handle sensitive and confidential information with the utmost professionalism and discretion.
Assist the CFO with any tasks requiring a high level of confidentiality.
7. Office and Administrative Duties:
Organize and maintain physical and digital files, ensuring that documents are easily accessible when needed.
Perform general office management duties, including managing supplies and coordinating with vendors.
Support the broader finance team with administrative tasks as needed.
Qualifications:
Education: Bachelor's degree in Business Administration, Management, or a related field (preferred).
Experience:
Minimum of 5 years of experience in an executive assistant or administrative support role, preferably supporting senior executives.
Experience in financial services industry or related is a plus.
Skills and Abilities:
Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
Strong organizational and time-management skills with the ability to manage competing priorities.
Excellent written and verbal communication skills.
Ability to maintain a high level of professionalism, especially in handling sensitive or confidential information.
Flexibility and adaptability in a dynamic, fast-paced environment.