Administrative Assistant – Finance & Accounting Department #IND456
Position Summary:
We are seeking a detail-oriented and organized Administrative Assistant to provide critical support to the Vice President of Finance & Controller, as well as the Finance and Information Technology departments. This position is responsible for a variety of administrative, accounting, and clerical functions while ensuring accuracy, confidentiality, and excellent service to internal teams, customers, and vendors.
The ideal candidate is professional, dependable, highly organized, and comfortable managing multiple priorities in a fast-paced environment.
Essential Duties & Responsibilities:
- Provide administrative support to the VP of Finance & Controller and Finance Department.
- Maintain professional communication with management, coworkers, customers, vendors, and external partners.
- Prepare correspondence, reports, forms, presentations, and other business documents.
- Manage incoming calls, mail, scheduling, and department meeting arrangements.
- Coordinate meetings, lunches, travel arrangements, and appointments for Finance and IT leadership.
- Assist with preparation and organization of Board and Committee meetings, including agendas, presentations, meeting materials, and minutes.
- Maintain and update PowerPoint presentations, reports, and other department documents.
- Perform daily banking activities, including monitoring account balances and processing bank transfers.
- Serve as administrator for banking platforms, ensuring user access and responsibilities remain current.
- Maintain company checkbooks, check registers, electronic files, and accounting records.
- Assist with accounting documentation, record retention, and filing processes.
- Maintain accurate financial files and assist with reporting needs.
- Support audit requests and provide documentation as needed.
- Assist with preparation and mailing of annual and quarterly financial statements and required correspondence.
- Process updates to Finance Department procedures and accounting manuals.
- Print, organize, and route documents requiring approvals and signatures.
- Complete additional administrative projects and duties as assigned.
Additional Responsibilities:
- Provide backup support for remote deposit processes.
- Assist with invoice mailing and related administrative tasks.
- Support the Finance and IT teams with daily operational needs.
Qualifications:
- Previous experience in administrative support, accounting assistance, or office coordination preferred.
- Strong organizational skills with the ability to manage multiple tasks and deadlines.
- Excellent written and verbal communication skills.
- Proficiency with Microsoft Office Suite, including Excel and PowerPoint.
- Strong attention to detail and accuracy.
- Ability to maintain confidentiality with financial and company information.
- Professional customer service skills and a positive, team-oriented attitude.
Preferred Skills:
- Experience working with financial records, banking systems, or accounting software.
- Experience supporting executive-level leadership.
- Knowledge of general accounting practices.
Pay: $48,000.00 - $54,000.00 per year
Work Location: In person
