Finance Executive Assistant
Description
This position provides high-level, strategic administrative support to the CFO, ensuring seamless day-to-day operations and enabling focus on organizational priorities and long-term strategies. The Finance Executive Assistant acts as a trusted partner, exercising sound judgment, discretion, and confidentiality while managing complex schedules, communications, and key initiatives in a fast-paced environment.
The position requires exceptional organizational skills, proactive problem-solving, and the ability to manage multiple priorities simultaneously. Serving as a central liaison between the CFO and internal and external stakeholders, the Finance Executive Assistant plays a critical role in maintaining productivity, supporting informed decision-making, and facilitating effective communication across the organization. This position also provides supplementary assistance to the Finance Department.
Essential Functions:
- Manage and maintain the CFO and Assistant CFO’s calendar, including scheduling meetings, travel arrangements, and event coordination.
- Prepare agendas, presentations, briefing materials, and documentation for meetings.
- Draft and edit correspondence, reports, and other official documents.
- Screen, prioritize, and manage communications (emails, calls) with discretion and professionalism.
- Act as the primary point of contact and liaison between the CFO/Assistant CFO and internal teams, board members, and external partners.
- Ensure compliance with company policies and procedures.
- Anticipate needs and proactively propose solutions to optimize time and resources.
- Coordinate and follow up on strategic initiatives and special projects as assigned.
- Prepare and process expense reports for the CFO and Assistant CFO.
- Maintain control of petty cash for the Finance Department and make disbursements as required.
- Deliver monthly petty cash documentation to each department.
- Responsible for organizing and conducting the process of sending the quarterly financial statements to the bondholders.
- Diligently and confidentially process vendor creation information in the company’s ERP system.
- Handle sensitive information with the highest level of confidentiality and professionalism.
- Execute any other duties assigned by the CFO and/or Assistant CFO.
Qualification Requirements:
- Bachelor’s degree in Business Administration, Communications, or related field preferred.
- Minimum 5+ years of experience supporting C-level executives or senior leadership.
- Experience in a mid-sized organization (300–500 employees) preferred.
- Exceptional organizational and time-management skills.
- Strong written and verbal communication abilities.
- Proficiency in Microsoft Office Suite and productivity and collaboration tools (Teams, Zoom, etc.).
- Ability to work independently and exercise sound judgment.
- Experience coordinating media and public relations matters.