Executive Assistant

Ollie's Bargain Outlet•Lower Paxton Township, PA

2d•Onsite

About The Position

The Executive Assistant provides proactive, high-level administrative support primarily to the Chief Financial Officer and, at the CFO’s direction, coordination support to members of the Finance leadership team. This role manages a complex calendar, meetings, travel, expenses, communications, Board activities, investor relations logistics, and confidential materials. The Executive Assistant anticipates needs, tracks priorities and follow-up actions, and helps ensure the CFO’s time and attention are focused on the highest-priority business matters. Success in this role requires exceptional organizational skills, attention to detail, professionalism, sound judgment, discretion, adaptability, and the ability to build effective relationships with internal and external stakeholders.

Requirements

Bachelor’s degree or equivalent combination of education and relevant work experience.
Minimum of five years of experience supporting a senior executive or executive leadership team.
Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint).
Demonstrated ability to use modern productivity tools, collaboration platforms, and AI-enabled technologies to improve efficiency, organization, and executive support.
Experience managing complex calendars, executive travel, confidential information, and competing priorities.
Excellent organizational skills with the ability to manage multiple priorities and tight deadlines.
Strong written, verbal, proofreading, and presentation-development skills.
Ability to exercise discretion and maintain a high degree of confidentiality in all matters.
Detail-oriented with the ability to manage complex scheduling, coordination, and logistical matters.
Ability to work independently, manage time effectively, and demonstrate flexibility in a fast-paced environment.

Nice To Haves

Experience supporting a Chief Financial Officer or other senior Finance executive.
Experience supporting a Board of Directors, public-company governance process, or investor relations function.
Experience using Board portals, expense management systems, and investor relations platforms.

Responsibilities

Provide proactive and effective administrative support to the CFO, including calendar management, meeting scheduling, and appointment coordination.
Coordinate business travel arrangements, including flights, hotels, transportation, and itineraries.
Draft, proofread, and edit correspondence, presentations, reports, Board materials, investor materials, and other documents for the CFO.
Act as a primary point of contact for internal and external requests directed to the CFO, managing communications professionally and efficiently.
Assist in managing and prioritizing the CFO’s communications, meeting follow-up, expense reporting, and other administrative needs.
Track key decisions, commitments, deadlines, and follow-up actions on behalf of the CFO, helping ensure timely completion and escalation when appropriate.
Coordinate logistics and scheduling for Board of Directors and Board committee meetings, including collecting, assembling, organizing, posting, and distributing materials through the Company’s Board portal.
Partner with Finance, Legal, and other departments to ensure Board materials are submitted accurately and on time.
Support the preparation, review, posting, and distribution of Board and committee agendas, presentations, and governance-related materials.
Coordinate Board member travel, accommodations, meals, meeting logistics, calendars, contact information, and other support.
Support the Company’s investor relations activities.
Coordinate all travel, schedules, and logistics for investor meetings, conferences, roadshows, earnings calls, and other investor-related events.
Compile and organize investor, analyst, ownership, peer-company, and meeting information from approved sources for management review.
Maintain investor contact lists, meeting schedules, and related files and databases.
Provide administrative and presentation support for earnings materials, investor presentations, and other investor communications.
Maintain organized records of investor meetings, analyst interactions, and related documentation.
Schedule and coordinate internal and external meetings, including conference rooms, video conferencing, materials, and catering.
Serve as a liaison between the CFO and key internal and external stakeholders, helping ensure clear communication and follow-through.
Handle highly confidential and sensitive information with the utmost discretion and professionalism.
Maintain an organized system for tracking and storing important documents, ensuring they are easy to access and kept up to date.
Assist in the preparation and organization of financial reports, Board materials, investor presentations, earnings support materials, and other confidential business documents.
Oversee the organization and maintenance of office supplies, equipment, and other administrative resources for the CFO and Finance leadership team.
Provide general administrative support as needed, including managing expenses, processing invoices, and assisting with other office duties.