Job Description
We are seeking an experienced Executive Assistant with strong attention to detail and excellent communication skills to provide support to the VP of Finance, as well as assist other members of the Finance team.  This position will act as the administrative focal point for the Finance Function and will be responsible for providing specialized administrative support for a variety of duties and tasks, as well as day-to-day coordination of meetings and travel.
 
Primary duties and responsibilities:

• Provide confidential administrative support to the VP of Finance and Finance leadership team, which by nature of the position involves high level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion and judgment.

• Maintain the VP calendar, arrange meetings and appointments, including coordination with other business administrative staff on executive calendars.

• Manage communications with executive level internal and external customers and communicate with executive, administrative and management to gather and convey relevant information.

• Maintain a variety of soft and hard copy records/files that involve company sensitive data with the highest level of confidentiality. Manage all aspects of receiving and screening all forms of communication as required.

• Development of presentations for business meetings and others documents as required.

• Maintain and track meeting and other action items through completion.

• Coordinate, facilitate and provide support for various conferences, meetings and events.

• Manage meeting and event logistics and connections, including catering. Coordinate highly visible meetings with domestic and international visitors.

• Coordinate extensive domestic and international travel for the VP and staff. Manage travel arrangements, expense reporting and procurement card reconciliation.

• Set up and maintain systems of collaboration among leadership team, including SharePoint, Teams, and other applications.

• Prior experience working as an Executive Assistant in a large, dynamic, fast-paced, corporate setting.

• A thorough understanding of business practices, procedures, and the ability to interface well with all levels of management. 

• Experience in coordinating, facilitating, and supporting conferences, meetings, and events.

• Experience managing schedules and calendars for executive leadership with complex time commitments.

• Must have a proactive approach to problem-solving with strong decision-making skills

• Robust ability to multi-task and prioritize daily workload ensuring tasks and deadlines are met

• Proficiency in Microsoft Office applications: Teams, Word, Excel, PowerPoint, and Outlook.

• Must possess a detail-oriented, highly organized, proactive work ethic.

• Proficient verbal and written communications skills

• Certified administrative professional

• Formal training in Microsoft Office Suite and Microsoft 365