Executive Assistant to CFO

Objective:

We are seeking a highly organized and proactive Executive Assistant to support our Chief Financial Officer (CFO). This role will involve a combination of administrative and personal support, as well as assisting with work duties for the Finance Leadership team. The ideal candidate will be a detail-oriented professional with excellent communication skills and the ability to manage multiple tasks efficiently.

 

Responsibilities Include:

 

Administrative Support:

• Manage the CFO’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Handle incoming and outgoing communications on behalf of the CFO, including emails, phone calls, and correspondence.
• Prepare and edit documents, presentations, and reports as required.
• Prepare clear and actionable summaries for the CFO to help with strategic decision-making.
• Coordinate and organize meetings, including preparing agendas, taking minutes, and following up on action items.
• Clerical functions include filing, dictation, scanning, etc. 
• Partner with other assistants to ensure alignment on other company events or news that may be impactful or important to the Finance team.
• Maintain strict confidentiality on all matters.  
• Assist in project co-ordination for the Finance Team.
• Develop a plan to celebrate and acknowledge team achievements and milestones to maintain and enhance our workplace culture.
• Special projects and other duties as assigned by CFO.

 

Finance Leadership Team Support:

• Serve as the primary point of contact for administrative needs within the Finance Leadership team, ensuring seamless communication and coordination.
• Schedule and organize meetings, including preparing detailed agendas, coordinating logistics, and distributing relevant materials.
• Record and distribute meeting minutes, tracking follow-up actions and ensuring timely completion of assigned tasks.
• Oversee the organization and management of files and records for the finance leadership team.
• Arrange and coordinate Finance Team events- includes booking catering, event space, decorations, transportation, team activities, meetings, etc.

 

Personal Assistance:

• Assist the CFO with personal tasks and errands as needed.
• Manage personal appointments, reservations, and travel logistics.

 

Requirements 

• Education – High school graduate/GED required.
• Proven experience as an Executive Assistant, Personal Assistant, or similar role.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to handle confidential information with integrity and discretion.
• Strong attention to detail and problem-solving skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Experience in finance or working with financial executives is a plus.

 

Compensation:

The salary range for this position is $70,000 to $90,000. The offer will depend on the geographic region, job-related knowledge, skills, and experience, among other factors. This role may also be eligible to participate in a discretionary annual incentive program. Heffernan offers a comprehensive benefits package; more details on which can be found at https://www.heffins.com/about-us/careers.

 

Heffernan Habits (Expectations):

These are practices that represent our unique culture.

• Smooth The Path And Be Respectful – Being respectful of one another is critical to developing and maintaining strong relationships. We are in this together as a team.
• Do Good – This is our core. We strive to do good for our clients, our company and our communities.
• Know Your Clients And Foster Relationships – Take the time to listen and learn. Build, maintain, and enhance the connections you make every day.
• Have Fun – Take the time to get to know your colleagues and let’s have fun! If we are happy and connected, we all will do a better job for our clients.
• Answer The Phone (And Email) – Be available and responsive to clients and colleagues.
• Be Humble And Own It – We all make mistakes – what’s important is that