Executive Assistant-CFO
Executive Assistant-CFO
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Job Description
Executive Assistant Summary
The Executive Assistant provides advanced-level administrative support to the Chief Financial Officer of the company. This individual helps manage the work time of the CFO by proactively fielding inquiries and initiating responses as much as possible. Trust and communication are integral to this position and must be maintained at all times. A highly professional tone appearance and manner is both expected and required including appropriate communication in person on the phone and in correspondence. Duties vary in scope requiring significant judgment and experience to successfully accomplish tasks with limited direct supervision.
Job Responsibilities (responsibilities may include but are not limited to the following) Manage the CFOs calendar including scheduling meetings managing requests for meetings with the CFO ensuring agendas and materials are submitted in time for review and providing daily updates of upcoming events
Research and prepare briefing materials presentations and proposals for internal and external meetings Monitor the CFOs email inbox and ensure that time-sensitive matters are flagged for response Manage a checklist of open tasks and follow up on weekly priorities; track deliverables and set calendar alerts Take notes at meetings and provide reminders of follow-up action items
Lead the planning of recurring department-wide offsite meetings e.g. budgeting transportation agenda topics refreshments and speakers
Maintain a calendar of touchpoint meetings for the CFO with her reports
Upload documents for partners and investors as needed
Compile data and prepare reports using Excel and word processing software
Provide quality assurance review of assigned documents including complex spreadsheets Schedule and plan travel and be available on travel days to revise itineraries as needed In collaboration with the Events and Programming Director assist in planning engagement events with external business partners
Perform administrative functions such as answering phones drafting documents and maintaining electronic file storage
Track and maintain budgets and transaction execution
Reconcile expenses and corporate credit card statements
Maintain general organization of the CFOs workspace
Function as a personal assistant as needed such as ordering lunch or running business-related errands Assist other members of the team from time to time with scheduling and gaining access to information as an extension of the CFO
Execute special projects and perform other duties as assigned
Performance Objectives (objectives include but are not limited to the following)
The 7 Core Values established by Crawford Hoying to maintain its desired culture
Communication response time and professionalism
Willingness to take on projects and learn a variety of concepts practices and procedures
Preferred Knowledge Skills Education and Experience
2-4 years of executive-level administrative support or related professional experience Excellent written and verbal communication skills
Ability to meet deadlines in a fast-paced quickly changing and at times challenging environment Confidentiality and professionalism when working with sensitive information
Exceptional customer service skills and an ability to develop a rapport with people Project management skills including planning and coordinating tasks
Strong analytical organizational problem-solving and multitasking skills
Ability to work in a team environment and interact with all professional levels
Demonstrated proficiency with Microsoft Office products
Knowledge of business operations and policies
Associates or bachelors degree
Valid drivers license
Bonus Skills
An understanding of real estate finance
Experience with customer relationship management (CRM) systems and investor management software Technology expertise such as social media platforms Gmail and Google
Accounts payable/receivable experience; billing experience
Work Environment
The Executive Assistant works at the corporate office and interfaces with investors and external and internal customers throughout the day. The hours for this position are typically 7:00 am to 4:00 pm Monday through Friday. This individual must be available to work extra hours when important projects present themselves.
Reporting Structure
The Executive Assistant reports to the Chief Financial Officer and may provide additional support to members of the CFOs teams as needed. This individual will work in partnership with other administrative support personnel.
Physical Requirements
The Executive Assistants physical condition must be sufficient for the consistent and successful completion of the responsibilities defined for this position. This position frequently requires standing walking sitting reaching with hands and arms and lifting up to twenty-five pounds. The Executive Assistant must be able to drive occasionally during the course of work.
Required Experience:
Chief
Employment Type
Full-Time
