Executive Assistant to the CFO

ZIM • Virginia Beach, VA

1d

About The Position

Provide organizational and administrative support to the CFO. Support the CFO in meeting preparations, executing work plans and handle ad-hoc projects. This role requires a self-motivated individual who can represent the CFO in all day-to-day activities and handle confidential and time-sensitive materials. The position involves organizing all CFO meetings, social events, and conferences, assisting with administrative aspects to ensure successful outcomes. The Executive Assistant will manage tasks, ensure follow-up on assigned projects, and prepare the CFO for every meeting. They will bring relevant information to the CFO's attention and relieve the CFO of clerical, administrative, monitoring, and other tasks as needed. The role includes professionally interacting with visitors to the Finance department, managing contacts, and professional connections. Working closely with the CFO, Managers, and Supervisors, the Executive Assistant will assist with special projects, analyze documentation, review department results, initiate ideas for process improvement, and handle social aspects and team spirit within the department.

Requirements

• Proactive, energetic & independent
• Result oriented and quick response
• Proficient in MS-Office tools; Excel, Word and PowerPoint are must.
• Academic education: Bachelor’s Degree and at least 3 years of equivalent administrative experience working with higher management in another global or large company.
• Excellent interpersonal & communication skills, ability to work as a team and build good working relationships with senior counterparts.
• High level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.

Responsibilities

• Manages the CFO calendar/schedule for all meetings and events, responds to all calls; advises and raises conflicts/issues upfront.
• Ensures all participants are well prepared for the CFO’s meetings & all relevant reports/data is prepared.
• Prepares agendas, reserves and prepares facilities, and records and transcribes minutes/protocol of all meetings.
• Keeps manager on schedule for reports submission and ensures all the needed information obtained.
• Organizes and maintains file system, and files correspondences, contracts and other records.
• Arranges and coordinates travel schedules and reservations, handles expenses reports.
• Arranges visits for CFO guests.
• Manages and follows office attendance and office management (office equipment, days off, communications).
• Properly communicates both orally and in writing and proofreads material for the CFO to ensure communication is appropriate.
• Manages CFO tasks using task management system; Follow up; reminders; reports to the CFO.
• Following the CFO projects and implementation of work plans.
• Monitoring, controlling and supporting tasks performance of the Finance department.
• Managing and monitoring Finance KPIs.
• Initiating and developing reports and tools in order to follow-up on the performance of Finance department.
• Preparing presentations and reference materials for Management meetings.
• Managing monthly reports submissions.
• Preparing ongoing reports of the Finance activity for senior management presentations.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive