Finance Administrative Assistant

Description

Job Title: Finance Administrative Assistant

Reports To: Corporate Controller

FLSA Status & EEO Code: Exempt & Professional

Division/Department: GHM/ Finance

Level of Work: Level II

Position Summary:

Under direction of the Corporate Controller, performs assigned administrative duties at the corporate level providing support for the Finance department. Has responsibility for and custody of assigned files and records, coordinates meetings and documentation required for such meetings. Communicates as needed with Directors & Managers involved with updating government filings and assists in establishment of foreign companies. Acts as support for the company, including assisting in website maintenance and various Finance functions. Exposed to sensitive information which must be kept confidential. Works with significant degree of independence and responsibility.

Key Results Areas by level of work:  

Level II: Service – Coordinating “production” with problem solving and prevention

Resource management (material and people)

• When necessary, compose correspondence with little instruction.
• Acts as host to visitors, coordinating refreshments/lunches, local accommodations, etc.
• Organizes and supports Executives in fulfillment of quarterly and annual meetings including communication with outside corporate attorney, Directors and vendors. Assists with the preparation and coordinates the collection of meeting materials, etc.
• Arranges meetings and conference room schedules as directed; notifies participants.
• Responsible for Executives’ mail distribution, with special attention to importance and urgency. Also responsible for distributing incoming email messages directed company-wide.
• Assists in coordinating and preparing insurance renewals as well as distribution of insurance certificates.
• Assists in coordination of document preparation for foreign companies and stock awards.
• Coordinates various arrangements for travelers when necessary, including obtaining passports, visas and government clearances.
• Responsible for coordinating and maintaining corporate website.
• Assists the Finance department with clerical functions as requested.
• Performs other corporate-wide administrative duties as assigned.

Resource scheduling, output management and reporting

• Website administrator including maintaining/updating company website with technical content. Acts as the backup for the other website administrator.
• Audits weekly payables file.
• Keep track of banking transactions and perform a monthly bank reconciliation.
• Organizes and maintains a variety of files and records, the contents and characteristics of which reflect the functions of the corporate office. Maintains company’s historical records and acts as the department’s document control coordinator.
• Compiles reports requiring the selection and assembly of data from a variety of sources as needed.
• Prepares electronic presentations and/or graphs for various projects as needed.
• Distribute documents via Docusign as needed.

Policy & Process Management

• Comply with SOX requirements and work with Executives and Finance personnel on any audits needed for SOX.
• Support Executives and Finance department in the development, implementation, and maintenance of departmental policies and procedures.
• Maintain all quarterly communications for the SOX certifications, blackout reminders and cybersecurity.

Continuous Improvement

• Propose and Implement Enhancements: Identify opportunities and suggest improvements to enhance the employee experience and streamline departmental processes.
• Maintain Documentation: Document processes within the department to ensure consistency and efficiency.

Equipment & process maintenance

• Document processes within the department to ensure consistency in execution.

Professional Development

• Demonstrates initiative, positive attitude, and enthusiasm for the job.
• Will follow up with supervisor on professional development goals and opportunities
• Takes an interest and lets it be known that they have a desire to grow with the company.

Requirements

Qualifications:

To qualify for this position, an individual must possess the knowledge, training, experience and abilities required. 

• Education and Training
• Associate’s Degree in Business, Management, Accounting or related field.