Executive Administrative Assistant IV - (T4)

We are seeking a highly organized and proactive Executive Assistant to support our Segment Chief Financial Officer (segment CFO). This crucial role involves managing the segment CFO’s day-to-day operations, including communications, scheduling, and effective time management. The ideal candidate will be a strategic partner, anticipating the needs of the segment CFO and ensuring that the financial team operates efficiently. Strong organizational, communication, and problem-solving skills are essential.

KEY RESPONSIBILITIES

• Calendar & Meeting Management: Proactively manage the segment CFO’s complex calendar, ensuring all meetings are efficiently scheduled and potential conflicts are identified and resolved in advance.
• Travel Coordination: Arrange detailed travel itineraries, including flights, accommodations, ground transportation, and managing last-minute changes.
• Document Preparation: Draft, proofread, and prepare reports, presentations, and financial documents for meetings with executives, board members, and external partners.
• Financial Meeting Support: Assist in preparing agendas, taking minutes, and following up on action items for finance and segment executive meetings. Distribute materials and maintain thorough records of meetings.
• Communication Management: Act as the first point of contact for the segment CFO, managing communications across internal departments and external stakeholders. Screen emails, phone calls, and correspondence, prioritizing urgent matters.
• Expense & Budget Oversight: Manage expense reports and assist with budgeting, tracking financial data, and ensuring accurate reporting to the segment CFO.
• Confidential Information Handling: Safeguard confidential and sensitive financial and business information, maintaining high levels of discretion.
• Relationship Building: Foster strong professional relationships within the organization, facilitating communication and collaboration between departments.
• Project Management: Execute special assignments as needed, ensuring timely progress and completion. Assist with follow-up and coordination between departments.
• Meeting Planning/Coordination: Organize and prepare meeting materials, including agendas, presentations, and minutes. Facilitate follow-up actions and track deadlines to ensure timely completion.
• Event Planning: Assist in the planning and executing of events such as board meetings, community outreach activities, and fundraising events. Coordinate logistics and ensure events run smoothly.

JOB REQUIREMENTS

Education & Certifications: Education or job knowledge equivalent to a

Bachelor’s Degree

Experience: The minimum amount of relevant work experience required to successfully perform the job is at least five (5) years:

Required Skills:

• Proficiency in Microsoft Office, Reporting & Writing Skills, Analysis, Problem Solving, Tableau
• Minimum of 5 years of experience supporting C-suite executives, ideally in a financial or corporate environment.
• Experience coordinating executive-level meetings, financial documentation, and liaising between senior leadership teams.
• Highly skilled in Microsoft Office Suite (Excel, Word, PowerPoint). Experience with collaboration platforms such as Teams, and SharePoint is preferred.
• Excellent document formatting, editing, and proofreading skills. Capable of producing high-quality materials for executive and board-level review.
• Demonstrated experience managing complex, multi-time-zone scheduling and travel arrangements.
• Ability to anticipate challenges, offer creative solutions, and take initiative without needing direct supervision.
• Strong written and verbal communication skills, with the ability to convey complex information clearly and professionally.
• High degree of emotional intelligence, able to navigate complex interpersonal dynamics, maintain confidentiality, and act with discretion in all interactions.
• Comfortable working in a fast-paced, changing environment, and able to adapt to shifting priorities while staying calm under pressure.
• Interpersonal Skills Communicates difficult concepts and negotiates with others to adopt a different point of view

Preferred Skills:

• Familiarity with basic financial concepts, budgeting, and reporting. Experience working in a finance environment is a plus.
• Experience working in a public company, supporting leadership.
• Responsible for supporting multiple C level Executives, and Senior leadership daily.

Travel: 10%

Qualifications

Educ