Executive Administrative Assistant

Job description

The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.

Responsibilities

• Calendar management for executives
• Aid executive in preparing for meetings
• Responding to emails and document requests on behalf of CFO
• Draft slides, meeting notes and documents for executives
• Coordinates and pulls financial reports from accounting systems. Distributes routine financial reporting for Management, board members and financial/regulatory partners for covenants reporting.
• Compiles, updates, edits, and/or distributes corporate materials, such as accounting forms, Board Policies & Procedures (Finance) and Audited Financial Statements.
• Supports and maintains BoardEffect administration for Board Committee audit and compliance and Finance Committee.
• Edits and facilitates, forms, procedures and the process documentation for the Accounting department.
• Leads and organizes archiving of contracts, corporate business systematized documents and various agreements in secure filing structures (hard copy and soft copy).
• Coordinates insurance application process with insurance brokers and management for timely completion.
• Monitors vendors' insurance compliance and progress through EBIX. Serves as point of contact for requests for inbound and outbound insurance needs and requirements.
• Supports the Accounting & Operations in all activities as required including, but not limited to meetings, agendas, minutes, posting for Board & Committee communications, filing, mail and accessibility with other support staff.
• Acts as liaison to management and staff by communicating project deliverables, deadlines and meeting dates to participants.
• Coordinates and schedules annual budgeting and audits including timelines, preparation of presentations, binders, packaging and confirmations.
• Creates purchase orders in accounting system in accordance with authorization.
• MS Office expert with a strong understanding of Excel. Knowledge of Teams and Sharepoint for communication and filing. If you have any current ERP experience since we recently migrated our accounting systems to MS Dynamics that would be helpful!

Qualifications

• Bachelor's degree or equivalent experience
• Proficient in Microsoft Office suite
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills