Executive Assistant

Executive Assistant

Southwestern Family of Companies




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JOB SUMMARY:

The Executive Assistant in Finance is responsible for providing administrative support to the Chief Financial Officer (CFO) and support to other team members as needed.  This position is responsible for scheduling meetings, preparing correspondence, agendas, minutes, reports, presentations, and handling a wide variety of other complex and confidential responsibilities.  The Executive Assistant in Finance reports to the CFO and prepares expense reports and completes invoice payment processes.  This position provides excellent customer service to internal and external customers while demonstrating the company values and supporting the mission.

JOB DUTIES AND RESPONSIBILITIES:     

  • Manage and maintain executive’s appointments by planning and scheduling meetings, conferences, teleconferences, and travel
  • Answer and direct calls to appropriate parties and take messages for the CFO
  • Open, sort, and distribute correspondence, including faxes and postal mail
  • Read and analyze emails, letters, agendas, memos and determine urgency for the CFO; route to appropriate team members in a timely and efficient manner
  • Prepare agendas, minutes, reports and presentations including collecting and analyzing information
  • Prepare executive memos, letters, and other correspondence
  • Monitor projects and special assignments to include project objectives and timelines
  • Manage and complete expense reports and corporate credit card reports for the CFO
  • Complete invoice payment processing to include verifying expenses, GL coding and check request
  • Maintain office supply inventory, anticipate needed supplies, evaluate new office products, place orders for supplies, and verify receipt of supplies
  • Ensure operation of office equipment; troubleshoot malfunctions and request maintenance when necessary
  • Greet visitors and determine access to appropriate parties
  • Perform other duties as assigned

REQUIRED QUALIFICATIONS:

  • Bachelor’s degree in Finance, Accounting, Business Administration or related field
  • Three years of executive administrative support experience. Finance industry experience preferred.
  • Proficient in Microsoft Office Products (Excel, Word, Outlook, and PowerPoint)
  • Ability to work on multiple projects simultaneously while accomplishing daily tasks
  • Effective oral and written communication skills and excellent interpersonal skills
  • Maintains confidentiality discretion
  • Attention to detail, critical thinker and problem-solving skills
  • High standards for integrity, honesty, professionalism, and work ethic
  • Commitment to service excellence
  • Ability to work independently while demonstrating excellent organization and follow through
  • Demonstrates flexible and efficient time management and ability to prioritize workload
  • Ability and willingness to move with purpose and a strong sense of urgency
  • Self-motivated, positive, and enthusiastic
  • Self- starter with a strong desire to exceed expectations and capable of supporting a team
  • Ability to effectively work in collaboration with others to achieve business objectives
  • Willing to grow and be challenged
  • Attend training as requested/deemed necessary

 PHYSICAL DEMANDS:

  • Ability to work in a traditional professional office setting or remote equivalent
  • Prolonged periods of sitting at a desk and working on a computer
  • Advanced computer skills and ability to effectively operate computer equipment, software systems and databases
  • Work schedule may vary and is determined by project schedules
  • Ability to efficiently operate all job-related office equipment
  • Ability to communicate via telephone, computer and work in virtual teams
  • Must be able to lift up to 15 pounds at a time
  • Ability to travel using personal vehicle to other office locations as needed
  • The responsibilities may require occasional overnight travel

 The specific statements shown in each section of this description are not intended to be all-inclusive.  They represent typical elements and criteria necessary to successfully perform this position.

 Employees must conduct business in accordance with applicable laws, regulations, professional standards and ethical standards and report potential compliance or ethical issues to a manager or the Human Resources Department.

Southwestern Family of Companies affirms our commitment to make reasonable accommodation for employees with disabilities, unless the accommodation would impose an undue hardship on the operation of our business. Please see the Human Resources Department for additional information.

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