Executive Asst./Financial Coordinator

*Applicants MUST submit a cover letter with resume to be considered.

*Position expected to work onsite and hybrid consistent with New York State.

BASIC FUNCTION:  

Provide high-level administrative support and assistance to the Deputy Chief Financial Officer & Controller (“Deputy CFO & Controller”) and other senior staff to facilitate the efficient and effective operation of the department. The position also supports the financial operations of the department as assigned.

WORK PERFORMED:

• Provide administrative assistance, such as writing and editing emails, drafting memos and preparing communications for review by the Deputy CFO & Controller and maintain confidentiality in all matters;
• Maintain the Deputy CFO & Controller’s calendar, including making appointments, organizing staff and other meetings, recording Board and other Executive meetings and/or trainings and prioritizing the most sensitive matters;
• Review and prepare for signature all operational, legal, financial and other documents that require the approval of the Deputy CFO & Controller, maintain a record of each item and return the approved documents to the appropriate department or requesting staff member;
• Maintain staff work location status on a monthly calendar that is shared with department managers on a weekly basis;  
• Handle all scheduling matters, including, but not limited to, confirming meetings and conference calls, reserving meeting rooms, providing for building security clearance for outside visitors, resolving scheduling conflicts, monitoring schedule changes, and ensuring that all necessary materials are available prior to each meeting;
• Prepare annual audit confirmation letters;
• Assist in the annual audit by inputting financial data and footnotes into various pro-forma financial statements;
• Answer phone calls in a polite and professional manner and communicate messages accurately and consistently and manage department mail; and
• Work on any other projects or special assignments as requested.

MINIMUM REQUIREMENTS:

Education level required: (education required for this position): High School or Equivalent diploma; some college and/or administrative professional courses preferred. 

Equivalent Experience required: (include no. of years required): 5+ years of proven executive level administrative experience in a busy finance environment.

Knowledge Required: Proficiency in Microsoft Office products, including Word, Excel, Access and PowerPoint; Outstanding general administrative abilities; Excellent oral and written communication skills; Ability to exercise good judgment, discretion, confidentiality and work well under pressure; Capable of handling multiple work assignments in tandem; Exceptional follow-up skills