Executive Assistant

A. O. Smith•Milwaukee, WI

13d•Onsite

About The Position

We are seeking a highly skilled, proactive, and detail-oriented Executive Support Specialist – Finance to provide advanced operational and executive support to senior Finance leadership, including the CFO, Corporate Controller, and Vice President of Investor Relations. This role goes beyond traditional administrative support and requires strong judgment, executive presence, and the ability to operate with a high degree of autonomy. Further, the role requires the ability to anticipate needs, manage competing priorities, support business initiatives, and contribute to executive effectiveness. The position focuses on seamless executive coordination and readiness, project support, communications, and cross-functional alignment, while maintaining the highest level of confidentiality and professionalism.

Requirements

High school diploma or equivalent required
Advanced proficiency in Microsoft Office (PowerPoint, Excel, Word)
Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
Exceptional attention to detail and ability to handle confidential information

Nice To Haves

Associates or Bachelors degree preferred
7–10+ years of experience supporting senior executives, preferably within Finance or related functions
Experience supporting executives at a publicly traded Company and working with board and investor relations materials
Interest in leveraging technology (e.g., collaboration tools, AI-enabled tools) to improve efficiency

Responsibilities

Serve as a strategic gatekeep for the executive, triaging requests, prioritizing issues, and ensuring alignment with business priorities and strategic initiatives
Manage complex executive calendars, coordinating meetings, agendas, and follow-ups to support effective decision-making and execution
Maintain a forward-looking view of deadlines and risks, anticipating needs and proactively resolving scheduling, prioritization, and workflow challenges
Support activities related to investor relations, earnings preparation, and Board materials
Assist in coordinating logistics and preparation for key internal and external financial events, leadership meetings, and financial communications
Partner with Finance leadership to ensure alignment across initiatives, deadlines, and deliverables, ensuring accuracy and timely completion
Coordinate cross-functional activities on behalf of Finance leadership ensuring alignment and clarity of responsibilities
Track key deliverables, timelines, and action items to support execution of business priorities, escalating risks to maintain momentum
Identify and implement opportunities to improve efficiency and streamline administrative and operational processes
Prepare and format presentations, reports, and executive-level materials (PowerPoint, spreadsheets, briefing documents) to ensure clarity, accuracy and consistent executive standard
Draft and edit correspondence and communications with a high degree of professionalism, ensuring messages are concise, well-structured, and aligned with leadership expectations
Maintain consistency and quality across materials presented to senior leadership and external stakeholders, ensuring version control, accuracy, and readiness for executive review
Serve as a liaison between executives and internal/external stakeholders, ensuring clear communication and timely follow-through
Manage confidential and sensitive information with discretion, sound judgment, and a high degree of professionalism
Build strong, trust-based working relationships across the business to support alignment and effective collaboration.
Coordinate domestic and international travel, including complex itineraries, ensuring seamless integration with executive schedules and priorities
Manage expense reporting, documentation, and administrative processes with accuracy and timeliness
Contribute to continuous improvement of executive office standards, tools, and practices to enhance efficiency and consistency