Executive Assistant

Responsibilities

·Provides a high level of executive administrative skills, handles confidential business matters, works independently on special assignments and maintains smooth operation of the office responsibilities.

·Manages day-to-day executive administrative responsibilities including phone calls; calendars and scheduling meetings; a calendar of events; file systems and records management; travel arrangements; expense reports; invoices; and correspondence.

·Vital conduit between Executive Vice President, CFO and workforce.

·Operates independently in absence of the EVP, CFO, calling on staff when required. Assists and advises the Executive Vice President, CFO of any problems arising during absence.

·Prepares agendas for meetings and related functions.

·Supports the coordination of management functions across Finance.

·Maintains a comprehensive understanding of department policies, procedures and department members’ methods of operation to effectively and efficiently conduct duties and responsibilities.

·Follow-up and tracking of projects, programs and performance measurements.

·Initial review of budgetary information regarding expenditures; research a broad variety of financial issues.

·Provides a budget analysis.

·Learn, understand and review and analysis of financial applications and reports.

·Prepares materials for large mailings. Summarizes, assembles and compose factual reports, letters and memos in accordance with established standards. Plan distribution.

·Produces a variety of typed statistical and narrative reports; proofreads and edits typed materials for accuracy of grammar, spelling, punctuation and format.

·Collect, organizes records and verifies accuracy of data and information for reports; monitors and maintains records of financial transactions.

·Coordinates Audit schedules, collects information to be provided to Auditors, uploads all official and final financial reporting.

·Manages time management/payroll system Executive Vice President, CFO’s direct reports.

·Receives and provides information to Agency management officials, Commissioners and Agency personnel.  Disseminates information to local state and federal officials and to members of the general public in person and over the telephone.

·Interacts with Agency officials, the Board of Commissioners, Agency employees, representatives of other organizations, local state and federal officials, and the general public concerning activities, schedules and procedures.

·Oversee projects as assigned from the Executive Vice President, CFO. Prioritizes and manages time sensitive projects.

Other duties as assigned.

 Knowledge, Skills, & Abilities

• Projects a highly professional, positive image compatible with the needs of Agency Executives and others. Ability to develop and maintain positive and effective interactions and working relationships at all levels, including senior management, both verbally and in writing.
• Skilled in the use of office equipment such as computers, copying machines, telephones and recording devices. 
• Experienced in establishing work priorities and meeting deadlines in a fast-paced, high-pressure environment. 
• Ability to establish procedures critical to timely deadlines. Communicates effectively, both orally and in writing, handles complaints and effectively deals with sensitive, confidential issues. Interacts effectively with Agency management officials,
•  Commissioners, Agency staff and members of the general public. 
• Proven experience working well under pressure with a high degree of responsibility.
•  Must be able to multi-task and handle responsibilities for multiple departments. Sets priorities independently.
•  Experienced in composing, proofreading and editing written materials. Finance experience strongly preferred. Advance MS Office skills including Outlook, Word, Excel and PowerPoint.  Minimum typing requirement is 50 wpm and 65 wpm preferred.

Education & Experience  

Degree: 4 year degree or equivalent experience
Years: Minimum or 7-10 years of experience
Field: Business Administration or related field

Field:  In Corporate environment, assisting executives at top executive level.  Advanced MSOffice skills including Outlook, Word, Excel and PowerPoint.