Assistant, Executive
Responsible for providing administrative support to the Global Finance department. Requires the ability to manage confidential information and interact with executive-level management and Board members. Uses independent judgment in carrying out responsibilities and takes initiative to handle routine and semi-routine matters.
What You Will Do:
- Where appropriate, directly handles routine and semi-routine matters on behalf of the CFO or Finance Vice Presidents.
- Processes correspondence using a word processing system. Composes routine correspondence on behalf of the CFO or the Vice Presidents. May include graphics and require scanning images.
- Opens, sorts, and distributes departmental mail. Organizes mail on behalf of the CFO or Finance Vice Presidents.
- Maintains calendars for Finance leadership schedules.
- May support preparation of Finance department budgets, forecasts, and analysis of actual results.
- May handle processing of vendor invoices in a timely manner.
- Performs non-routine clerical tasks with little supervision.
- Sets up and maintains files in a timely and organized manner.
- Makes travel arrangements (including complex international travel) as necessary.
- Liaison to Facilities Management for oversight of Finance seating arrangements.
- Supports department leadership engagement activities, including Global Town Halls, social gatherings, holiday parties, etc.
- Supports scheduling and preparation of materials for Board and Board Committee meetings.
- Supports meeting scheduling, takes meeting minutes, catering orders, and performs other related activities.
- Provides work direction, instruction, and mentoring to junior-level support staff.
- Assists with onboarding new employees.
- Serves in an administrative capacity on department project teams, as necessary.
- Secures and arranges setup of meeting rooms for department meetings or events.
- Ensures office supply inventory for the department is maintained.
- May support timesheet processing for Finance Vice Presidents.
- May support or process expense reports. Generates and/or processes other reports as necessary.
- Keeps abreast of PC business applications by maintaining contact with other administrative assistants and members of Information Management Services.
- May perform other tasks or participate in special projects as assigned.
- Supports the Finance department with other required coordination across the team.
What You Will Need:
Education and Experience
- Requires a minimum of 5 years previous administrative office experience or a combination of education and experience.
- High School Diploma or equivalent.
Knowledge, Skills, and Abilities
- Advanced level skills in office software (some of which may include Excel, Word, PowerPoint, Outlook, etc.). Aptitude to learn additional programs as required such as Copilot, Sierra, etc.
- Advanced level skills in the use of office equipment (copiers, etc.).
- Excellent oral and written communication skills. Ability to communicate professionally with executives and maintain confidential information.
- Advanced level clerical and general office skills.
- Ability to handle routine and non-routine business matters in the absence of or on behalf of the CFO and Finance Vice Presidents.
- Ability to simultaneously handle multiple assignments and prioritize workload accordingly.
- Demonstrated ability to interface with all levels of personnel.
- Working knowledge of the ABS Health, Safety, Quality and Environmental Management System.
Reporting Relationships:
Reports to a Vice President or above level position.
