Administrative Assistant- Finance and Administrative Services

Ohio History Connection•Columbus, OH

5d•Onsite

About The Position

The Administrative Assistant provides comprehensive administrative and operational support to the Chief Financial Officer (CFO) and the Finance & Administrative Services team. This role directly supports financial operations, property, utility and contract record management. Reporting to the CFO, this position plays a critical role in maintaining financial accuracy, supporting organizational infrastructure, and ensuring the efficient coordination of administrative and financial activities across the organization. The Administrative Assistant interacts seamlessly and professionally with executive leadership, internal teams, and external partners. Success in this role requires the ability to handle sensitive and confidential information with discretion, sound judgment, and a high level of professionalism.

Requirements

Associate's Degree
5 years of relevant administrative experience - or - equivalent combination of relevant training and experience is required
Resourcefulness: Effectively locates and utilizes resources; organizes information in a clear and useful manner
Accountability: Takes ownership of responsibilities; anticipates needs and follows through on commitments
Adaptability: Processes information consistently while adjusting to changing priorities and demands
Collaboration: Works effectively across teams and with external partners; takes initiative when appropriate
Judgment: Exercises sound decision-making, including in situations with limited direction
Confidentiality: Demonstrates discretion and professionalism when handling sensitive information

Nice To Haves

Experience supporting executive-level leadership, preferably a CFO or finance team
Knowledge of records management, retention policies, and compliance practices
Strong organizational and project coordination skills
Ability to manage sensitive and confidential financial and organizational information
Proficiency in Microsoft 365 and virtual collaboration platforms
Experience with property records, contracts, insurance documentation, or real estate transactions preferred
Strong written and verbal communication skills; ability to interact effectively with internal and external stakeholders

Responsibilities

Provide direct administrative support to the CFO and Finance & Administrative Services team, including calendar management, meeting coordination, and office logistics
Prepare meeting materials, reports, and presentations for CFO-led meetings
Coordinate and schedule meetings; distribute agendas, materials, and follow-up documentation
Take, prepare, and distribute meeting minutes and action items
Maintain and track utility accounts across the statewide system; ensure timely submission and payment of utility invoices
Monitor and reconcile recurring expenses such as utilities, property taxes, and related costs
Maintain complete and accurate records of all organizational property, including real estate and related documentation
Ensure all real estate files (e.g., transactions, easements, property tax documentation) are properly executed, organized, and retained
File and organize all organizational contracts in accordance with records retention policies
Maintain centralized records for all insurance policies, ensuring documentation is current and accessible
Develop and oversee filing systems and retention processes to support compliance and audit readiness
Establish, maintain, and continuously improve filing and records management systems for finance, contracts, utilities and property records
Ensure documentation is organized, accessible, and compliant with applicable retention standards