Executive Administrative Assistant

Executive Support | Finance & Operations

Position Overview

We are seeking a highly organized and proactive Executive Administrative Assistant to provide direct support to the Chief Financial Officer and members of the senior leadership team. This individual will play an important role in managing daily priorities, coordinating activities across departments, and ensuring executives can operate efficiently.

The ideal candidate is resourceful, detail-oriented, technologically savvy, and comfortable working in a fast-paced, professional environment. This position offers exposure to senior leadership and the opportunity to take on additional responsibilities as the organization continues to evolve.

Key Responsibilities

Executive & Administrative Support

• Provide comprehensive administrative support to the CFO and senior Finance executives.
• Coordinate complex calendars, meetings, travel arrangements, and scheduling priorities.
• Prepare presentations, correspondence, reports, and other executive-level materials.
• Anticipate leadership needs, manage competing requests, and ensure timely follow-up on important matters.
• Maintain confidentiality when handling sensitive business and financial information.

Business Operations & Coordination

• Act as a liaison between executive leadership, internal departments, and outside business partners.
• Organize management meetings, departmental gatherings, and company events.
• Partner with Finance, IT, and other functional teams to facilitate communication and improve coordination.
• Track outstanding projects, deadlines, and action items to keep initiatives moving forward.
• Maintain accurate records, departmental documentation, and reporting materials.

Financial & Project Administration

• Assist with expense reporting, invoice processing, purchasing requests, and vendor communications.
• Provide administrative assistance with departmental budgets and financial tracking.
• Support special projects and business initiatives as assigned.
• Coordinate logistics for leadership meetings, off-site events, and internal presentations.

Technology & Process Improvement

• Leverage Microsoft Office applications and emerging technologies to improve administrative efficiency.
• Utilize AI-based productivity tools to streamline routine tasks and enhance workflow.
• Recommend improvements to existing administrative procedures and processes.
• Assist leadership with implementing more efficient ways of managing information and priorities.

Qualifications

• Bachelor's degree required.
• Minimum of 5 years of administrative or executive support experience, preferably working with senior-level leadership.
• Advanced proficiency in Microsoft 365, particularly Outlook, Excel, PowerPoint, and Teams.
• Familiarity with AI tools and an interest in utilizing technology to increase productivity.
• Excellent organizational skills with the ability to balance multiple responsibilities.
• Strong written and verbal communication abilities.
• Demonstrated professionalism, sound judgment, and discretion.
• Ability to work independently, anticipate needs, and take ownership of responsibilities.
• Flexible, collaborative personality with a proactive and solutions-oriented approach.