Executive Financial & Operations Analyst / Executive Administrator

Job Title: Executive Financial & Operations Analyst / Executive Administrator

Department: Finance & Administration
Reports To: Director of Finance / Executive Leadership
FLSA Status: Exempt
Position Type: Full-Time, Hybrid
Travel Requirement: 10–15% Domestic & International Travel

White Oak conserves and sustains some of the earth's rarest wild animals through innovative training, research, education, and conservation breeding programs that contribute to the survival of wildlife in nature.  The conservation programs span 600 acres along the St. Mary’s River in northeast Florida, surrounded by 22,000 acres of mixed forest and wetlands that make up the beautiful White Oak property.  Founded in 1982, White Oak leads professional efforts to improve veterinary care, develop holistic animal management techniques, and better understand the biology of critically endangered species by providing excellent care and managing conservation programs for over 30 species of imperiled wildlife in large, naturalistic habitats. 

White Oak Mission:
Saving endangered wildlife and habitats through sustainable populations, expanding education initiatives, and responsible land stewardship.

Job Summary:

The Executive Financial & Operations Analyst / Executive Administrator is a highly analytical, organized, and versatile professional to serve in a hybrid role combining executive-level financial analysis, operational reporting, project coordination, and executive administrative support. This position is ideal for a candidate who thrives in fast-paced, multi-entity environments and can transform large, complex data sets into concise, executive-level reporting and actionable insights.

The role will support executive leadership through data mining, financial and operational analysis, project coordination, asset management support, budget-to-actual reporting, vendor bid analysis, and high-level organizational administration. The ideal candidate possesses strong financial acumen, advanced Excel/reporting capabilities, project management experience, and the ability to communicate complex information clearly and professionally.

Essential Duties:

Executive Reporting & Financial Analysis

• Develop and maintain executive-level dashboards, reports, and presentations utilizing large and complex data sets across multiple entities and departments.
• Analyze and summarize financial, operational, and project-related data into concise, actionable information for leadership review.
• Prepare budget-to-actual reporting at the organizational, departmental, property, project, and asset levels.
• Assist with forecasting, trend analysis, variance reporting, and financial modeling.
• Identify operational inefficiencies, cost-saving opportunities, and process improvement initiatives through data analysis.
• Consolidate and reorganize raw data from multiple systems into readable and decision-ready reporting formats.
• Support executive leadership with ad hoc analysis, strategic initiatives, and special projects.

Project Management & Operational Support

• Coordinate and track projects from initiation through completion across multiple departments and operational areas.
• Obtain vendor bids, proposals, and supporting documentation for projects and capital initiatives.
• Compile bid comparisons, cost summaries, and recommendation packages for executive review.
• Assist in tracking project budgets, timelines, approvals, and operational deliverables.
• Maintain organized project documentation and reporting structures.
• Collaborate with internal teams and external vendors to ensure project milestones and reporting deadlines are met.

Asset Management & Organizational Support

• Assist with asset tracking, reporting, and operational analysis related to organizational assets, facilities, and properties.
• Support reporting related to capital expenditures, property operations, maintenance initiatives, and asset utilization.
• Maintain highly organized records, executive files, and operational documentation.
• Assist with operational policy tracking, reporting standardization, and workflow organization.

Executive Administration

• Provide executive-level administrative support including email organization and response, scheduling coordination, me