Executive/Personal Assistant

Position Summary:

The Executive Assistant/Personal Assistant will manage a wide range of administrative, personal, and executive support related tasks, will be able to work independently within guidelines, and will make independent decisions around planning, organizing, and scheduling. They will act as the CFO’s gatekeeper for situations as they arise. They will have experience working with C-Suite executives, VP’s, and Directors in a professional manner. The ideal candidate for this job will have sound judgement and have the ability to make decisions independently. They will possess a flexible, can-do attitude with resourcefulness.   

Responsibilities:

• Perform administrative, business, and personal tasks including managing files, drafting professional business letters, memos, reports, presentations, correspondence, and other documents with a quick turn around
• Act as the main point of contact between the CFO and top-level management and communicate effectively and professionally
• Act as the voice of the CFO escalating and communicating on their behalf and serving as a team liaison
• Display discretion and sound judgment; handle requests and queries appropriately and confidentially
• Receive calls, take messages, and route correspondence on behalf of the CFO
• Maintain calendar, arrange meetings, appointments, events, and provide reminders
• Research and arrange personal and professional travel and accommodations
• Runs errands as required
• Assist with regular reporting; submit and reconcile expense reports
• Develop and maintain efficient documentation and filing system
• Direct others to assist as needed to meet the needs of the CFO
• Assist in the preparation of meetings as necessary
• Collaborate with Executive Assistant and Facilities team members to coordinate events, lunches, greeting guests, etc.
• Maintain a 24/7 mentality with a willingness to assist in anything that is needed
• Remain the CFO’s and company advocate - advising if there are any issues so matters can be resolved
• Must have excellent follow up skills
• Possess a professional demeanor
• Energetic and eager to tackle new assignments and projects while thinking ahead 
• Performs other related duties as assigned

Requirements:

• 3- 5 years of experience as an Executive and/or Personal Assistant; financial services or commodities background a plus
• Ability to communicate effectively with all levels throughout the organization
• Must maintain confidentiality
• Must be proficient in Microsoft Office Suite
• Must have excellent follow up skills and be persistent
• Excellent prioritization/time management skills with proven ability to meet deadlines
• Excellent organizational skills and attention to detail
• Must be flexible
• Must be willing to work some late hours as needed
• Must be willing to run personal and professional errands