Sr. Executive Assistant

Institute on Aging•San Francisco, CA

1d•$110,000 - $132,000

About The Position

The Sr. Executive Assistant provides project management and high-level administrative support for the Chief Financial Officer (CFO). Essential duties and responsibilities of the position include and are not limited to the following: Administrative Function as key liaison for CFO’s direct reports, internal staff, and external clients Respond to incoming calls and inquiries Manage and maintain CFO calendar, including complex scheduling and arranging meetings with internal staff and external contacts (e.g., attorneys, bankers, auditors, city/state personnel) Assist in scheduling C-Suite meetings and events, including travel arrangements Prepare and edit correspondence, communications, and other documents Develop and maintain an organized filing system Review CFO budget monthly and manage administrative spend Create and manage purchase orders Facilitate CFO approvals of contracts, policies, HR actions, forms, and documents Receive and interact with IOA and CFO visitors Project Management Manage special projects and ad hoc duties as assigned by the CFO Ensure each project plan is created and successfully executed Conduct research, and assemble and analyze data for required documents and reports Coordinate staff participation and prepare presentations for IOA meetings, including Management Forum and Fireside Chats Facilitate large Zoom meetings with multiple speakers (approximately 10-100 people) Prepare slide presentations and illustrative reports for use in internal and external meetings for the CFO, with ad hoc support for C-Suite Coordinate scheduling of FY budget meetings with leadership, focusing on meeting deadlines Coordinate and lead company culture through team event planning and logistics coordination for CFO division and company events Report progress and final project results to the CFO and other leaders involved

Requirements

Minimum 6+ years project management and senior executive administrative support experience, supporting C-level executives
Outstanding proficiency with MS Office Suite (Word, Excel, PowerPoint, Outlook)
Extensive experience with Zoom, GoToMeeting, Skype and other communication applications
Extensive experience with cloud-based project management applications, requiring collaborative coordination
Excellent calendar management skills and experience scheduling and managing travel arrangements
Highly organized with excellent attention to detail
Demonstrated initiative and innovation
Superior ability to maintain confidentiality with CFO and executive team
Outstanding interpersonal, oral, and written communication skills including proofreading and editing abilities
Ability to handle confidential and sensitive materials discreetly at all times
Ability to work competently with little or no supervision
Ability to work collaboratively with teams
Highly flexible, with ability to shift priorities
Ability to respond confidently to urgent situations

Nice To Haves

BA/BS Degree or higher
Current or prior senior-level project management and administrative support experience in Accounting, Finance, Purchasing, Human Resources, or Information Technology

Responsibilities

Act as a key liaison for the CFO’s direct reports, internal staff, and external clients.
Respond to incoming calls and inquiries.
Manage and maintain the CFO’s calendar, including complex scheduling and arranging meetings with internal staff and external contacts.
Assist in scheduling C-Suite meetings and events, including travel arrangements.
Prepare and edit correspondence, communications, and other documents.
Develop and maintain an organized filing system.
Review CFO budget monthly and manage administrative spend.
Create and manage purchase orders.
Facilitate CFO approvals of contracts, policies, HR actions, forms, and documents.
Receive and interact with IOA and CFO visitors.
Manage special projects and ad hoc duties as assigned by the CFO.
Ensure each project plan is created and successfully executed.
Conduct research, and assemble and analyze data for required documents and reports.
Coordinate staff participation and prepare presentations for IOA meetings.
Facilitate large Zoom meetings with multiple speakers.
Prepare slide presentations and illustrative reports for use in internal and external meetings for the CFO.
Coordinate scheduling of FY budget meetings with leadership, focusing on meeting deadlines.
Coordinate and lead company culture through team event planning and logistics coordination for CFO division and company events.
Report progress and final project results to the CFO and other leaders involved.