Executive Assistant to Chief Financial Officer

Educational Media Foundation • Franklin, TN

1d • Onsite

About The Position

The Executive Assistant will provide a wide range of administrative and project support to relieve the Chief Financial Officer (CFO) of administrative tasks to increase the time they can spend attending to executive-level responsibilities. This position often participates and manages multiple projects, ensuring strong communication and collaboration with the CFO, other Ministry Leadership, and Team Members. This is an onsite role in Franklin, TN.

Requirements

• Minimum 4-7 years’ executive level administrative experience.
• Excellent/advanced knowledge of administrative and clerical procedures; principles and processes for providing a service-oriented environment.
• Advanced proficiency in Microsoft Office Suite, including managing complex spreadsheets, pivot tables, and performing mail merges and specialized software as determined by the ministry.
• Strong research skills, including the abilities to obtain research from multiple sources, conduct valid Internet research, investigate, and convey information to enable strategic decision-making, and to research and analyze a variety of complex issues and recommend solutions.
• Demonstrated flexibility and adaptability in relation to others’ needs and priorities, using discernment to prioritize and integrate those needs with ongoing responsibilities.
• Confidence with humility to bring creativity, initiative, and innovation to routine and non-routine situations; and ability to exercise judgment in the resolution of administrative problems.
• Strong project management skills with the ability to manage and deliver on multiple projects concurrently.
• Strong written and verbal communication skills.
• Verbal comprehension, communication, and interpersonal skills in various situations.
• Must have strong skills in reading comprehension and written communication with the ability to produce a variety of documents based on intent and audience.
• Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Handle sensitive and confidential information on a regular basis. A proven ability to maintain confidences is essential to success in this position.
• Excellent interpersonal skills in all work-related relationships, including self-monitoring, self-assessing, and being sensitive to develop constructive and cooperative working relationships with others and maintaining them over time.
• Demonstrate experience in negotiating conflict and difficult situations with tact, candor, and humility.
• Possess a professional attitude, along with a willingness to support ministry and management needs.
• Must pass a pre-employment reference screen and background check.
• Proof of legal authorization to work in the United States.
• Must agree with K-LOVE Christ-Centered Life Covenant and Statement of Faith

Responsibilities

• Serve as the primary administrative resource for the CFO to include, but not limited to: development of correspondence of time sensitive and both confidential and non-confidential matters; e-mail, telephone, voicemail and other electronic messaging communication; opening and sorting mail; purchasing supplies; managing receipts and filing completion of expense reports; photocopying, scanning and faxing; maintenance of filing and records management systems, both hard copy and electronic; and other general administrative functions as needed.
• With minimal supervision and as directed, consistently and accurately plan, conduct, lead, and complete complex assignments requiring independent action and a high degree of initiative to resolve issues. Assignments may include develop and monitor budget activities, formulating long and short-range requirements; monitor project performance and timelines; coordinate administrative activities; act in a liaison capacity with other departments, divisions, outside counsel, and other organizations; evaluate progress or results and recommend major changes to procedures and process; and interpret policies and procedures.
• Manage and maintain calendars, coordinate schedules, and handle a variety of meeting logistics, providing individualized support for phone messages; receiving and directing visitors; organizing, scheduling, and preparing for meetings and appointments, including conference calls, with increased ability to anticipate CFO needs; and independently updating department documents as needed.
• Understand and continued development of specific goals and plans to prioritizing, organize, and accomplish work in coordination with CFO.
• Provide outstanding customer service. Act as the main point of contact for all internal and external inquiries, appointments, and concerns.
• Prepare CFO for meetings, bring urgent matters to the attention of the CFO, and handle emergencies and routine matters on behalf of the CFO.
• Prepare materials for Board presentations and plan Board meetings and events.
• Function as Board Members’ point of contact in the absence of the CFO.
• Work within a wide scope of responsibility, requiring awareness of departmental areas of responsibility, which may include handling all inquiries within outlined capacity in order to relieve the CFO of administrative details and to maximize the time efficiency and availability of leadership.
• Independently research, review, retrieve, and analyze information (station files, legal files, accounting information, contract files) and create CFO summaries, reports, and spreadsheets pertinent to projects.
• Learn and master statistical software programs, creating appropriate reports and analysis.
• Complete special projects/ad hoc reports and create engaging and informative presentations utilizing multimedia and technical tools.
• Assist in the tracking of ministry and department budgets; make recommendations based on data collected toward budgetary requirements.
• Coordinate appropriate travel and develop itineraries, including for conferences and complex group and meeting arrangements.
• Exercise administrative judgment on a regular and continuous basis and assume responsibility for decisions, outcomes, and results have an impact on people, costs, and/or quality of service within the functional area.
• Perform to earn leadership’s confidence, assuring confidential and discreet handling of all business with reliability.
• Act as an information source on organization policies and procedures.
• Know the formal and informal ministry and departmental goals, standards, policies and procedures, and maintain familiarity with other departments within the ministry, preserving sensitivity to the inter-relationship of both people and functions with the ministry.
• Maintain K-LOVE polices and procedures such as time keeping, expense reporting, IT systems and software products, HR policies and procedures, etc., training staff, and regularly answering questions and/or concerns.
• Support compliance with ministry standards by maintaining the privacy and confidentiality of information, protecting organizational assets, acting with ethics and integrity, reporting noncompliance, and adhering to applicable federal, state, and local laws and regulations.
• Support and contribute to ministry endeavors through following employment policies and practices and supporting a safe and healthy work environment.
• Perform other duties as assigned.

Benefits

• Medical Insurance
• Vision Insurance
• Company paid Dental
• Company paid life insurance
• Short term/long term disability insurance
• Company 401k with a generous company match
• Parental leave with Baby Bonding pay
• Generous paid vacation, sick leave and holiday time off
• Amazing company culture that includes exclusive access to concerts, movie premieres, media industry and events.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed