Executive Administrative Assistant – New York City

Datasite is where deals are made. We provide the data rooms and SaaS technology used in M&A and other high-value transactions, to deliver projects in more than 170 countries. Carrying that success into the future is all about you. Your useful skills, your unusual experience, your unique ideas. Everyone here brings something unexpected. What’s yours? Invest your talents in us, and we’ll return the compliment.

Job Description:

The Executive Assistant (EA) directly supports the CFO and plays a key coordination role in the daily activities of the Finance Executive Leadership team (FLT). The EA closely collaborates with each department (e.g. FP&A, Accounting, Sourcing, Tax, Audit, Financial systems) and assists with planning and managing organization-wide projects. The ideal candidate has a pleasant demeanor, strong respect for confidentiality, a collaborative spirit, and a customer-service oriented attitude. Essential skills include excellent project management competencies, strong verbal communications and proofreading skills, database and technological savvy, a love of multitasking, and the ability to maintain calm under pressure.

The EA is responsible for the following day-to-day activities, among others:

Administrative Management

• Provide support to the CFO & Global Finance Leadership team in all administrative needs, including:
  • Manage key functions, including scheduling appointments, calendar management, coordinating travel arrangements, expense reporting, and secure e-filing
  • Ensure the CFO is prepared for and has all necessary information and documents to support all appointments and upcoming deadlines
  • Draft and distribute correspondence to business partners
  • Ensure a conflict free calendar and allow travel time to/from meetings
  • Arrange travel for CFO and other Finance team leaders and prepare expense reports in a timely manner according to current policies and procedures
  • Prepare agenda items, reports, presentations, and other documents often of a highly sensitive and confidential nature
  • Provide excellent customer service to both internal and external clients
  • Demonstrate initiative, identify problems and solutions before they move to the CFO
  • Support Facilities function for NYC office
  • Prepare and maintain Finance Org charts
  • Undertake other tasks and projects as may be assigned
• Work closely with other C-suite executive assistants on materials needed for management and Board of Director meetings
  • Assume responsibility to ensure executives meet commitments and deadlines; confirm that materials requested from others are received and requested actions are completed
  • Communicate directly, and on behalf of the CFO, with Board members, company leaders, and others on matters related to C-suite initiatives
  • Provide a bridge for smooth communication between our executives and internal departments, demonstrating leadership to maintain a positive character, credibility, trust, and support with senior management staff

Coordination with the Board of Directors & Ownership:

• Provide finance support to the Board of the Directors, the Executive and Governance Committees, and other governing bodies, including:
  • Manage calendars and scheduling for board and committee meetings and other activities

• Prepare finance board and committee agendas and meeting materials
• Provide logistical support ahead of, during, and after each meeting

Support Finance Projects:

• Provide support and coordination of the following:
  • Global auditor and accounting service provider quarterly updates and status meetings
  • Coordinate team building events and department culture activities
  • Assist and support employee development, onboarding, and mentorships
  • Seek external networking and mentoring opportunities
• Manage, lead, and support coordination efforts for projects within the Global Finance team that include:
  • Annual audit process with calendar management, status meetings, and reports
  • Census reporting, operational metrics and dashboard support, and ad hoc reporting
  • Corporate tax planning and projects throughout the year
  • Post merger integration projects
  • Policy, process and internal training documentation
• Liaise with other departments and committees to accomplish special projects for the CFO

Skills and Knowledge:

• Outstanding administrative and project management skills, with high level of attention to accuracy, detail, and organization. The ability to develop timelines and execute on time is critical.
• Demonstrated sound judgment and ability to maintain confidential