Executive Assistant to CFO & CAO   Email     Print   PDF

Reporting to both the Vice President of Finance & Chief Financial Officer (CFO) and Chief Administrative Officer (CAO), this position has direct responsibility for carrying out the administrative, management and technical duties in support of these two offices.  The position of Executive Assistant carries substantial responsibility, involves the prioritizing of a high volume of demands placed on the CFO’s and the CAO’s schedules, and requires a broad range of skills and the ability to exercise considerable judgment, initiative, discretion, and independence.  The position requires significant independent judgment in identifying potential problems and developing solutions, maintaining confidentiality, and observing the policies and procedures established by the Institution. 

• Maintains the calendars of the CFO and the CAO to ensure they are prepared for activities, meetings, and events; schedules conferences, travel and meetings, including coordination of room set up and preparation of agendas
• Efficiently manages all correspondence via mail, email and phone to include drafting correspondence and transcribing meeting minutes when necessary
• Develops, implements, and improves effective office systems, including maintenance and organization of filing and archive systems (exercising a high use of electronic format), and design and maintenance of office web sites
• Assembles and/or coordinates the preparation of various reports, memoranda, correspondence, and various documentation and presentation material of a technical or confidential nature; transcribe and types minutes
• Review, researches, and summarizes a variety of fiscal, statistical, regulatory, and administrative information
• Types drafts and a wide variety of finished documents from notes, brief instruction, or printed materials; initiates correspondence independently for signature by appropriate staff; reviews materials for completeness, accuracy, form, and compliance with policies and procedures
• Prepares materials for Board and Committee meetings; routinely exercises professional interaction with Board and Corporation Members
• Monitors internal and external communications to best assess and prioritize requests and inquiries; flags the importance or urgency of situations and, when applicable, responds to routine items on the CFO’s or CAO’s behalf; facilitates communication and follow up in an expeditious manner
• Participates and assists in the preparation of office budgets; monitors expenditures and recommends budgetary adjustments; prepares and/or approves purchase requisitions, travel authorizations and vouchers, and requests for payments
• Handles highly confidential materials and information
• Performs other duties as assigned

• College degree with at least 10 years of increasing responsible experience related to an administrative, financial, or legal position; or, equivalent combination of education and experience
• Advanced computer knowledge working with MS Office products – Word, Excel, PowerPoint and other computer database programs
• Adept in mathematical and financial principles
• Demonstrated work experience in researching, planning, organization, coordinating, and completing special projects or presentations
• Proven ability to learn the business and stakeholders in order to effectively manage and prioritize own work and the work of those to whom the position supports
• Ability to research, read, and understand federal, state, and local laws, codes, and regulations
• Experience acting as a liaison between Board Members, senior level administrators, various levels of staff and community representatives
• Must have the ability to effectively juggle multiple tasks and competing priorities of multiple supervisors
• Must possess strong attention to detail and organizational skills
• Must possess a professional attitude, positive spirit, and high standards; unflappable in high pressure situations
• Understanding of principles and procedures of record keeping
• Strong grasp and understanding of the principles of business writing and report preparation; spelling, grammar, and punctuation
• Ability to use independent judgment and exercise personal initiative
• Must be able to communicate clearly and concisely, both orally and in writing