San Francisco, CA, USA
DM Stone JobsInBrokerage.com
PLEASE NOTE THAT THIS POSITION CAN ALSO BE A TEMP OR TEMP TO HIRE DEPENDING UPON THE CANDIDATE
The Executive Assistant to the CFO role will perform a variety of administrative duties involving high-level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion and judgment. The Executive Assistant interacts with employees within all levels of the organization, and performs regular administrative and clerical tasks. This position?s hours are 8:30 ? 5:30pm or 9:00 a.m. to 6:00 p.m.
DUTIES:
Organize, update, draft, prepare, compile documents (word processing, format graphic presentations, organize, bind etc.) for presentation books.
Input, revise/black-line documents.
Help prioritize, update tasks, projects and activities.
As instructed, draft, edit, proofread and send correspondence, memos, etc. to senior management, board members, staff, clients, and vendors with minimal direction.
Coordinate, schedule and confirm travel arrangements (flights, hotels, transportation), ensure travelers supported have the necessary travel documents and create travel itineraries as necessary.
Prepare expense reports, ensuring the proper company policies and procedures are followed.
Assist in preparing and distributing monthly reports for the Board of Directors (BOD) and senior management.
Organize and coordinate meeting schedules and processes such as:
1. Confirm meetings, reserve conference rooms, arrange for food service and other accommodations.
2. Anticipate, prepare and organize agendas, files, and presentation materials.
Provide the following additional administrative support:
1. Filing/maintenance of files.
2. Update contact information in Outlook and other databases.
3. Occasionally pickup and deliver (or coordinate the pickup and delivery of) lunches, coffee, and other food or refreshments as needed.
4. Scan, fax, copy, mail, and FedEx documents/packages.
Coordination of internal events, corporate functions or BOD lunches and dinners.
Communicate and work with CFO and senior management via phone and email when traveling.
Ensure continuous and timely phone and message coverage during business hours.
Provide back-up to other Executive and Administrative Assistants as necessary.
Other special projects as assigned.
QUALIFICATIONS:
A Bachelor?s Degree or an equivalent amount of combined education and work experience.
A minimum of 5 years of work experience as an Executive Assistant.
Previous experience supporting the CFO at a rapidly growing company is highly preferred.
Strong interpersonal communication skills.
Must be professional, personable, approachable, courteous, tactful and diplomatic.
Must be able to handle highly confidential information discreetly.
Detail oriented and highly organized so as to produce a quality work product in a timely manner.
Positive ?Can-do? attitude.
Effective scheduling/meeting coordination skills. Must be able to multi-task and juggle multiple assignments with competing deadlines concurrently.
Ability to quickly note and outline project requirements and carry out tasks related to the completion of a project.
Flexibility in work responsibilities and hours. Must be able to change priorities constantly.
Self-motivated; take initiative, and anticipate issues.
Ability to handle the stress of functioning in a fast paced organization, meeting deadlines, anticipating quickly changing needs and exercising judgement regarding a wide range of responsibilities including conflicting priorities/work overflow.
Must be able to work independently as well as part of a team.
Good command of English and grammar.
Must be able to compose correspondence.
Excellent proofreading skills.
Bright, enthusiastic individual, who can calmly tolerate a high degree of intensity, pressure, and chaos when the situation presents itself.
Ability to anticipate needs and prepare a course of action based on the needs of the CFO and other senior managers based on their prior behavior and stated expectations.
Excellent memory and tracking skills.
Exercise good judgment on day to day decisions.
Intermediate to advance knowledge and experience with Microsoft Word, PowerPoint, Excel and Outlook, Adobe Acrobat. Familiarity with expense (such as Concur), travel and purchase order or requisition systems is desirable.
Must be computer savvy and be familiar with how to do research using the Internet.
Typing 60 to 80 wpm.
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