Executive Assistant

JOB SUMMARYThe main objective of the Executive Assistant is to provide diversified and tailored front-line executive support the CFO/COO. Support for the other executives may be required as well.RESPONSIBILITIESCALENDARManage and coordinate CFO/COO's calendarEnsure all appointments are consistently, efficiently, and up to date with no scheduling conflicts and all critical deadlines are flaggedPrevent unnecessary interruptions and unscheduled meetingsFilter phone calls and meeting requestsMEETINGSAct as a gatekeeper to prevent unscheduled meetings and interruptions to the CFO/COO's daily schedulePrioritize conflicting needs and appointmentsCoordinate with CFO/COO in preparation, planning, and coordination including preparation of agendas, meeting/presentation materials, and meeting minutesEnsure all documentation is finalized, prepared and printed in advance of the meeting as neededEnsure meetings start and end on time or according to the CFO/COO's directionTake detailed meeting minutes if desired and communicate all necessary follow up information to cross-functional partnersACCOUNTING AND FINANCESubmit, track and prepare expense reportsPrepare budgets and cost tracking as requiredReview schedules as requested which have been prepared by the accounting team, with the goal to improve the schedules or streamline processesLEGAL Provide on-going administrative support and act as a liaison between the CFO/COO with various legal professionalsAssist with preparation of legal documents and dissemination of legal documents for signature as needed.Compare legal agreements or contracts and highlight changesTRAVELResearch and present options including associated costs for all travel including transportation, accommodation, car rentals, transfers, etc.Provide out-of-office support while traveling to make travel changes, cancellations, coordinate meetings and additional arrangementsAssemble all travel documentation and schedules in and organized mannerMonitor travel arrangements and needs and make flight adjustments as neededManage travel calendar in appropriate time zonesPROJECTS & SPECIAL EVENTSProvide on-going administrative support; act as a liaison between the CFO/CEO and all Executive membersParticipate in company special events and social media in a professional mannerINTERNAL AND EXTERNAL PUBLIC RELATIONSProvide professional, courteous, responsive first point of contact on behalf of CFO/COO when neededManaging expectations, scheduling of priorities, use of judgment to determine when issues should be escalated, advise of morale and employee issues as they ariseIDEAL CANDIDATEBachelor's degree or equivalent education from an accredited institution is preferredMinimum 5+ years' experience as an Executive Assistant, supporting a c-suite executiveStrong organizational, project management and proactive problem-solving skills with impeccable multi-tasking abilitiesExceptional interpersonal skills with a high level of professionalism, focused demeanor and emotional maturityAble to effectively prioritize conflicting needs, resolve issues expediently and uphold a strict level of confidentialityDetail oriented with an eye for balancing efficiency with effectivenessStrong ability to be adaptable and work independentlyExercises good judgement in a variety of situations and often ambiguous environmentsAdvanced Microsoft Office skills with the ability to create and format spreadsheets, presentations and documents

Created: 2025-06-04