Executive Assistant, Corporate Finance and Acccounting

Oregon Community Foundation•Portland, OR

3h•$7,500 - $83,000

About The Position

The Executive Assistant, Corporate Finance and Accounting, provides high-level administrative and operational support to ensure the efficient functioning of the Accounting, Finance, Fund Services, and Grant Administration teams within the Finance and Operations Department. The position blends executive support with operational coordination across finance-related functions. This role manages confidential communications, coordinates meetings and projects, monitors key deadlines, and assists with the preparation of reports and presentations for senior leadership and the Board of Directors. The Executive Assistant supports the Vice President Corporate Finance and Accounting (VPFA) and the VPFA’s direct reports and teams as directed by the VPFA. Accuracy, attention to detail, professional judgement, discretion, and the ability to manage complex, time-sensitive tasks are critical to success in this role.

Requirements

Five or more years of experience supporting senior executives, preferably in finance or accounting.
Bachelor’s degree in business administration, accounting, finance, or similar field preferred, but equivalent work experience may be substituted in lieu of a degree.
Notary public for the state of Oregon, or able to meet requirements within 60 days of employment.
Ability to maintain the highest level of confidentiality and manage sensitive material concerning the organization and its employees.
Ability to exercise exemplary discretion and independent judgment on matters of significance.
Skills in preparing Excel reports and PowerPoint presentations containing financial information, statistical data, and graphs.
Experience managing communications regarding annual budgeting and audit processes.
Experience working with board committees and preparing and distributing meeting agendas, materials, and minutes.
Demonstrate experience in equity, bridging and belonging.
Experience managing complex electronic files on network and submitting sensitive documents with approved external confidentiality protocols.
Cultural agility skills necessary to work effectively with diverse people, teams, and communities.

Nice To Haves

Experience in the nonprofit sector is a plus.

Responsibilities

Manages correspondence and inquiries from internal and external stakeholders.
Coordinates calendars for meetings with internal and external constituents.
Plans, coordinates, and manages planning for meetings, activities, and events for the VPFA. Takes meeting minutes as requested and ensures timely distribution and retention of records.
Monitors and evaluates incoming communication on behalf of the VPFA. Uses discretion and professional judgment in evaluating, drafting, and recommending responses and following up on communication as appropriate. Processes incoming and outgoing mail and courier deliveries. Coordinates and manages the corporate credit card program in partnership with the finance team. Coordinates purchases, reconciles credit card expenses, and assists with expense reporting.
Manages contract administration processes and DocuSign support for the office of the VPFA and related teams.
Maintains printed, electronic, and web-based materials for the department. Assists with the development of these materials. Manages complex and confidential physical and electronic filing systems with diverse security protocols.
Supports onboarding for new department employees as needed.
Collaborate with the Executive Assistant to the CFOO on projects and tasks.
Documents departmental procedures and assist with updating policies and processes.
Develops and manages tracking systems to ensure timely filings with regulatory bodies.
Participates in the strategic development of ideas, proposals, structures, and budgets for projects involving Accounting, Fund Administration, and Grants Administration. Manages and tracks multiple projects, providing regular updates to the VPFA and directors as appropriate.
Performs business analysis, scheduling, communication, and documentation for important finance and operations projects, and makes recommendations to VPFA as appropriate.
Oversees and supports other administrative projects for the Accounting, Fund Administration, and Grants Administration teams as assigned by the VPFA.
Provide back-up support when necessary for the Executive Assistant to the CFOO.
Participate in cross-departmental teams to support organizational policies, processes, and culture.
Perform other duties as assigned.