Perform a wide variety of executive administrative duties as required by daily operations;
Make travel arrangements, maintain appointment schedules and calendars and arrange meetings and conferences;
Receive and screen communications to the CFO and other executives and provide assistance using independent judgment to determine priority attention and to facilitate communications;
Independently respond to letters and general correspondence of a routine nature;
Collect needed invoices and prepare expense reports based on invoicing;
Coordinate office activities and schedules; develop and recommend office procedures and systems; ensure smooth office operations;
Attend Management and other meetings and take minutes, as directed by the CFO and other executives;
Review and summarize miscellaneous reports and documents; prepare background documents as necessary;
Research and analyze routine administrative projects for the CFO and other executives and prepare first draft reports on routine administrative matters;
Establish and maintain an effective filing system for all internal and external requirements.
A brief description summarizing the overall purpose and objectives of the position and the results the worker is expected to accomplish.
The executive assistant provides high-level administrative support to the CFO and other executives by conducting research, preparing reports, handling confidential information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling travel and meetings for executives.
The tasks, duties, and responsibilities of the position that are most important to get the job done.
KNOWLEDGE, SKILLS AND ATTRIBUTES
The specific minimum competencies required for job performance.
Perform technical, specialized, complex and difficult office administrative work requiring the use of independent judgment;
Analyze and resolve office administrative and procedural problems;
Oversee projects or programs including coordinating and monitoring the work of staff;
Organize own work, coordinating projects, set priorities, meets deadlines and follows up on assignments with minimum direction;
Provide complex office administrative support in the areas of budgeting, report preparation and staff communications;
Communicate effectively with co-workers, subordinates, superiors, the general public, representatives of public and private organizations and others sufficient to exchange or convey information;
Outstanding professional skills;
Must have excellent Outlook, Word, Excel and PowerPoint skills;
Must possess the highest degree of confidentiality.
The scope of the person’s authority, including a list of jobs that report to the incumbent.
This position has no supervisory responsibilities.
The environment in which the job is performed, especially any unique conditions outside a normal office environment.
Consistent with that of a normal office environment.
The minimum level of education, experience, and certifications required to perform the job.
College degree preferred;
Eight to ten years of office administrative experience;
Prior experience as an Executive Assistant is required; preferably in Accounting and Finance.
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