Executive Assistant/Project Administrator

The Executive Assistant/Project Administrator to CFO provides high-level administrative support to the Senior Leadership Team as assigned. As a highly organized coordinator of people and processes, the Executive Assistant/Project Administrator serves as a key support to the Senior Leadership Team of Inmar, enabling the achievement of organizational objectives and key results.

Additionally, this position is an integral part of the Finance team responsible for the planning, execution, and delivery of various projects. The Executive Assistant/Project Administrator to CFO will consult with Finance to identify and define requirements, create project plans and assist with the timely and accurate implementation of initiatives. Reporting directly to the CFO, the Executive Assistant/Project Administrator plays a primary role in facilitating the general management of the group, coordinating time, resources, and communication (internal and external) dedicated to strategic priorities, and managing projects involving key stakeholders across the organization.

Primary Accountabilities:

Administrative (50%)

● Provide high-level administrative support and assistance to the Executive Leadership and/or other assigned leadership staff
● Perform a wide range of administrative and general support duties of a highly responsible and confidential nature in support of the Senior Leadership Team
● Maintain and prioritize daily schedules and workload.
● Work independently, receiving a minimum of detailed supervision and guidance, and assist in the planning of team building, town halls, and leadership events
● Perform clerical and administrative tasks including drafting letters, processing invoices and reports, scheduling appointments, and coordinating meetings
● Proactive management of travel and priority juggling again calendar. Match calendar up with priorities, ensure priorities are constantly being updated and understood
● Work collaboratively with leaders to drive the agenda for regular meetings

● Demonstrate the ability to take concepts and turn them into working drafts for presentations and communications
● Receive incoming communication or memos on behalf of senior staff, review contents, determine importance, and summarize and/or distribute contents to appropriate staff
● Responsible for maintaining records and performing additional duties as assigned by executives

Project Administration (50%)

● Demonstrate project administrative skills to help facilitate planning and execution of department initiatives and deadlines
● Demonstrate basic knowledge of the cadence of planning processes
● Coordinate internal resources and third-party vendors for the flawless execution of projects
● Ensure resource availability and allocation
● Ensure that project milestones/goals are met and adhere to timeliness and approved budgets
● Mission plan processes to identify enhancement and efficiency opportunities
● Responsible for gathering and maintaining required documentation and signoffs according to internal policies
● Oversee and lead recurring team meetings to prioritize objectives, monitor efforts in progress, and assist the team with roadblocks where needed
● Track at-risk metrics and facilitate action planning to keep projects on track

Qualifications:

● Bachelor’s degree in business or related field preferred
● 7+ years of experience working as an Executive Assistant or any equivalent combination of experience and training that provides the required knowledge, skills, and abilities needed to complete the job responsibilities
● Demonstrated project administrative experience
● Excellent verbal and written communication skills
● Excellent organizational skills and attention to detail
● Excellent time management skills with a proven ability to meet deadlines
● Ability to function well in a high-paced and at times stressful environment
● Experience with Oracle ERP or comparable financial system as an end user, not as a transaction processor, a plus
● Ability to interact and develop relationships within the banking/financial institutions community
● Extremely proficient with Google Suite/Microsoft Office Suite or similar software with the ability to learn new or updated software

Individual Competencies:<