Executive Assistant, Finance and Accounting

Job Summary:

Reporting to the Chief Financial Officer, the Executive Assistant provides comprehensive, high-level administrative, analytical, and operational support to the Chief Financial Officer, Vice President, Finance & Treasury, and Vice President, Financial Operations. Serving as a key driver of departmental efficiency, the Executive Assistant must exercise sound judgment, adaptability, and a strong sense of priority in a fast-paced environment while maintaining the highest standards of confidentiality and discretion.

Essential Duties and Responsibilities: 

• Manages and optimizes executives’ calendars, ensuring alignment with strategic priorities and timely communication of updates or changes.

• Schedules and coordinates meetings, including invitations, agendas, presentation materials, catering, meeting notes, and follow-up on action items.

• Supports communication and coordination across the organization to advance critical projects, strategic initiatives, and department priorities.

• Tracks key deliverables, deadlines, and initiatives; monitors progress and escalates risks as needed to support timely execution.

• Assists with board, audit committee, lender, and executive presentation logistics.

• Coordinates recurring finance calendar events tied to monthly close, forecasting, treasury deadlines, and leadership reviews.

• Organizes sensitive materials and maintains disciplined document control for confidential finance matters.

• Manages travel arrangements and prepares/submits expense reports with accurate coding and receipt management.

• Coordinates candidate interviews, supports onboarding for new hires, and facilitates office space and IT setup through ServiceNow.

• Builds effective working relationships across all levels of the organization, from front-line staff to executive leadership.

Position Requirements (Work Experience, Skills, Licenses, etc.): 

• Ability to maintain confidentiality as needed when required by the nature of work conducted.

• Intermediate to Advanced skills with MS Office applications, including PowerPoint, Word, and Excel.

• Intermediate skills with Google products including Smartsheet, Google docs, and Gmail.

• Excellent communication skills—verbal, written, and presentation—with the ability to represent the organization formally and informally.

• Ability to listen and prioritize effectively to determine the appropriate course of action for highly confidential situations.

• Forward-thinking, results-oriented approach with an elevated level of drive to obtain results under pressure.

• Strong people skills with the ability to effectively develop and maintain internal and external business relationships.

• Advanced diplomatic skills, organizational savvy, and a high level of ethics.

• Demonstrated knowledge, sensitivity, and proactive support of diversity and multiculturalism.

Education and Experience:

• Required:
  • Bachelor’s degree or equivalent work experience.
  • 5+ years of previous executive support experience.
• Desired: Previous experience in accounting and finance departments.

ACCO Competencies:

• Proactivity/Initiative: Recognizes what needs to be done and accomplishes it in a manner appropriate for one’s level/position and with minimal supervision.

• Perseverance: Shows wherewithal to fight for difficult goals despite challenges and to bounce back from adversity.

• Motivation/Dedic