Executive Assistant III

Management & Training Corporation•San Francisco, CA

2d•Onsite

About The Position

The Executive Assistant III is a lead/advanced-level classification within Executive Assistant Services. The position supports the CFO, senior staff on the Finance team, Section Directors, Assistant Directors, and other Finance staff, and may help support the Executive Team in coordination with other Lead Administrators. The role is onsite at least three days per week, with additional onsite days occasionally depending on departmental needs. The incumbent may supervise and allocate the work of other administrative staff. The position calls for flexibility, initiative, resourcefulness, efficiency, professionalism, discretion, and the ability to work effectively with staff and partners at all levels in a fast-paced environment.

Requirements

Equivalent to completion of the twelfth grade.
Six years of increasingly responsible administrative or secretarial experience.
Knowledge of business writing and the formatting and presentation of materials and documents.
Knowledge of Microsoft Office programs and ability to work with other programs and platforms.
Knowledge of business math and procedures affecting budgeting, purchasing, expense monitoring, and time reporting.
Knowledge of shared file-keeping and collaboration systems and shared calendaring programs.
Attention to detail and ability to review complex documents, communications, and materials.
Ability to analyze situations and identify effective courses of action or responses to solve inquiries and address problems.
Ability to handle complex scheduling and meeting coordination and manage Outlook calendars for the CFO, multiple Section Directors, and occasionally Assistant Directors and other Finance staff.
Ability to organize tasks and responsibilities, work independently, and be a self-starter.
Ability to communicate clearly, proactively, and concisely, orally and in writing, with poise and tact.
Ability to establish and maintain effective working relationships while preserving confidentiality.
Ability to advocate for section priorities in cross-section work and represent Finance in assignments.
Ability to interact successfully within a team and perform duties as an active team participant.
Ability to meet deadlines and maintain accurate records.
Ability to work with executives and staff at all levels.
Ability to perform mathematical calculations quickly and accurately.
Ability to read, understand, and review documents for accuracy and relevant information.
Ability to learn complex principles, practices, techniques, and regulations related to assigned duties.

Nice To Haves

Active Notary Public commission, or willingness to obtain one.

Responsibilities

Plan, coordinate, and execute multiple complex meetings and events.
Arrange travel and training details and process expense reports for the CFO and Section Directors.
Provide varied, complex, and confidential administrative support to the CFO, Section Directors, Assistant Directors, and other senior staff in the sections reporting to the CFO.
Prioritize, distribute, and process incoming and outgoing communications, including confidential correspondence.
Coordinate, organize, and maintain records, reports, and resource materials.
Manage emails, calls, communications, meetings, visitors, and events; refer inquiries appropriately.
Provide information to Finance staff regarding Agency functions, policies, procedures, and practices.
Assist with or administer special projects, stay current on related issues, and serve as a troubleshooting resource for other staff.
Supervise assigned staff, conduct performance evaluations, and participate in other human resources matters.
Train staff in procedural and technical aspects of their jobs, develop training materials, and serve as a technical resource.
Assign and review the work of assigned staff.
Facilitate assigned inter-section collaboration, including scheduling, developing meeting materials, and executing meetings.
Assist with compiling and executing complex documents and reports required by banking, outside counsel, and other partners for complex Agency financial transactions.
Perform other job-related duties as needed or assigned by sections under the Finance umbrella.