Executive Assistant

The Executive Assistant will serve as a critical liaison between Chief Financial Officer and internal/external stakeholders, delivering high-level administrative support. This role involves managing complex calendars, coordinating communications, arranging travel, and handling confidential matters professionally and carefully. The ideal candidate will exhibit exceptional organizational abilities, flexibility, and a proactive approach to problem-solving, ensuring the smooth operation of executive activities and contributing to the overall success of the organization.

Essential Duties & Responsibilities

• Support the CFO: Assist the Chief Financial Officer with administrative tasks, scheduling, and financial reporting support.

• Administrative Support: Provide comprehensive administrative assistance, including calendar management, email correspondence, and meeting coordination for executives.

• Stakeholder Communication: Act as the primary point of contact between executives and internal/external stakeholders, ensuring clear and professional communication.

• Board of Directors Support: Prepare materials, reports, and presentations for Board of Directors meetings, ensuring accuracy and timely delivery.

• Travel & Event Management: Organize complex travel arrangements, conferences, and meetings, including logistics, itineraries, and expense reporting.

• Document Preparation: Draft, edit, and format internal and external communications such as reports, presentations, and emails.

• Meeting Facilitation: Prepare agendas, take accurate minutes, and follow up on action items to ensure timely completion.

• Project Management: Oversee and manage special projects from conception to completion, ensuring deadlines and objectives are met.

• Confidentiality & Discretion: Handle sensitive information with utmost confidentiality and professionalism.

• Problem-Solving: Anticipate executive needs and proactively address challenges, ensuring a seamless workflow.

• Team Collaboration: Work closely with other administrative staff to support organizational goals and foster a collaborative environment.

• In-Office Visits & Travel: Be available for in-office visits and/or travel as required to support executive function

• Other duties as assigned

Knowledge, Skills, and Abilities

• Project Management Expertise: Proven ability to manage multiple projects, prioritize tasks, and meet deadlines.

• Communication Skills: Exceptional verbal and written communication skills, with attention to detail and clarity.

• Technological Proficiency: Advanced knowledge of MS Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with cloud-based tools and online calendars.

• Organizational Strength: Strong organizational skills with the ability to think proactively, prioritize effectively, and maintain attention to detail.

• Time Management: Ability to manage competing priorities and adapt to changing demands in a fast-paced environment.

• Interpersonal Skills: Strong interpersonal abilities, fostering positive relationships with stakeholders at all levels.

• Discretion & Confidentiality: Demonstrated experience in handling confidential and sensitive information.

• Problem Solving: resourceful mindset with the ability to anticipate and address potential challenges independently.

• Adaptability: Comfortable navigating ambiguity and thriving in dynamic environments

Education / Experience/ Specialized Knowledge Requirements

• Bachelor’s Degree in Business Administration or a related field (preferred).

• Minimum of 5+ years of experience as an Executive Assistant or similar role supporting senior leadership.

• Proven track record of successfully managing executive-level responsibilities

• Professional Skills:

• Expertise in office management systems and procedures

• Experience managing high-stakes schedules, travel logistics, and communications

• Familiarity with financial reporting and data analysis.

• Industry Knowledge: Prior experience in a staffing organization or fast-paced environment preferred