Executive Assistant, Finance

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We are seeking a highly organized, proactive, and professional Executive Assistant to support the Senior VP of Finance and the Finance department. This role is ideal for a candidate who excels in a fast-paced environment, exercises sound judgment, handles sensitive information with discretion, and builds strong working relationships across all levels of the organization. The Executive Assistant will play a key role in driving operational efficiency, managing executive priorities, and ensuring a seamless experience for leaders, partners, and visitors.

Primary Responsibilities:

• Executive Support & Calendar Management
  • Manage complex executive calendars, including scheduling, prioritization, and coordination across senior leadership calendars
  • Assess meeting requests, deliverables, and competing priorities, using sound judgment to protect executive time and ensure alignment with business priorities
  • Respond to requests with a high level of ownership, balancing direction from executives with independent problem-solving and follow-through
  • Handle highly confidential information with professionalism, discretion, and sound judgment
  • Provide broad administrative support that helps executives and the broader function operate efficiently
• Communications, Meetings & Materials
  • Prepare polished presentations, emails, agendas, reports, executive summaries, and other leadership materials using Microsoft Office and Copilot AI
  • Coordinate meetings end to end, including scheduling, logistics, materials preparation, and timely communication of updates or changes
  • Capture meeting notes and provide clear summaries of decisions, follow-up items, and action steps
  • Monitor email traffic, identify urgent requests, and support approval workflows by routing documents through Adobe Sign and other electronic signature tools
  • Organize and support large-scale meetings and conferences for senior leaders and broader teams
• Travel, Expenses & Administrative Operations
  • Coordinate travel arrangements, maintain related itineraries and calendars, and prepare timely expense reimbursement reports
  • Prepare outgoing mail, manage purchasing and distribution of materials, and coordinate overnight shipping as needed
  • Maintain organized electronic files for agendas, reports, and other key business documents
  • Use digital collaboration tools, including Teams and OneNote, to stay aligned with executives and maintain strong organization and attention to detail
  • Build strong working relationships across the organization and serve as a reliable point of contact for internal partners, leaders, and visitors
• Workplace & Team Coordination
  • Support employee onboarding, offboarding, transfers, and changes to team member telecommuter status in partnership with internal teams
  • Coordinate computer equipment orders and returns, software requests, workspace needs, and system or building access requests
  • Partner with IT and real estate teams to help maintain effective work environments and ensure important workplace changes are communicated to leaders

You'll be rewarded and recognized for your performance in an environment that will challenge you and give you clear direction on what it takes to succeed in your role as well as provide development for other roles you may be interested in. 
 

Required Qualifications:

• High school diploma or equivalent
• 5+ years of administrative experience supporting senior executives
• Experience supporting multiple executives in a fast-paced environment
• Experience coordinating Microsoft Teams virtual meetings and teleconferences
• Experience coordinating large meetings and conferences for senior leadership
• Advanced proficiency with Microsoft Office applications, including Outlook, Excel, Teams, OneNote, PowerPoint, and Word
   

Core Competencies:

• Professional, service-oriented mindset with a strong commitment to responsiveness and quality
• Co