Executive Administrative Assistant

JOB SUMMARY

The Executive Administrative Assistant is responsible for providing a high level of administrative and project support service to the Chief Financial Officer of Calista Corporation and its holding lines.

The incumbent will communicate with staff at all levels, business partners, vendors and customers. The ideal candidate will thrive in a fast-paced environment, remain highly organized, take initiative and take pride in meeting deadlines.

The incumbent will anticipate situations that require action, and exhibit poise and maturity in dealing with sensitive information.

ESSENTIAL FUNCTIONS

Creates, updates and edits advanced Excel spreadsheets, Word documents, reports, presentations, memos, emails.

Assists with analytical and reporting functions.

Creates, prepares, submits and reconciles travel and expense reports.

Reviews and codes invoices for Finance team. Monitors and follows up on invoices to ensure timely approval and processing.

Coordinates and schedules meetings, tasks and projects with CFO’s calendar and coordinates all internal and external scheduling requests.

Coordinates and schedules team projects and meetings on an as needed basis.

Assists in the preparation and coordination of meetings with staff, auditors, vendors, Board members, acting as a liaison between meeting members and staff, as assigned.

Drafts and prepares schedules and agendas for meetings. Records, compiles, transcribes and distributes meeting minutes as needed.

Uses templates to draft documents including resolutions, agreements, and invoicing.

Assists in audit activities including scheduling meetings, accumulating requested information, drafting confirmation requests and other duties as assigned.

Coordinates with other departments to maintain the CFO’s action list and follow-up, as well as overseeing smooth workflow and assisting in compiling briefings and reports.

Provides light administration support for projects and special assignments.

Manage special tasks and projects, and perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES

This job does not have supervisory responsibilities.

KNOWLEDGE, SKILLS, & ABILITIES

Superior organizational skills with the ability to confidentially process and maintain data with attention to detail.

Excellent oral, written communication and presentation skills to effectively draft emails, memos, correspondence and meeting presentations.

Strong computer skills with the ability to learn different software programs; ability to type at least 45 words per minute.

Advanced knowledge in Microsoft Office Suite, specifically in Microsoft Excel, Microsoft Word and Power Point.

Ability to visualize, articulate, and solve problems and concepts.

Excellent interpersonal skills to work effectively and collaboratively with all levels of management, staff, Board members, and customers.

Strong customer service skills, including active listening, prompt service and follow-up.

Ability to multi-task in a fast-paced environment and to effectively and professionally assist customers in this type of environment.

Ability to handle stressful situations and effectively plan and organize duties to meet deadlines.

Able to prioritize and plan work activities, use time efficiently, plan for additional resources, set goals and objectives, and develop realistic action plans.

Ability to meet attendance requirements, ensure work responsibilities are covered when absent, and arrive at meetings and appointments on time.

Ability to maintain a positive and flexible attitude.

Ability to travel without restrictions.

MINIMUM QUALIFICATIONS

High School diploma or GED equivalent.

Bachelors degree in Accounting, Business Administration, or related field preferred.

6+ years of experience in an executive admin role supporting a CEO, CFO or other senior executive at a substantial business enterprise.

Proficiency in MS Office applications.

Able to pass a pre-employment advanced Excel test.

Deltek Costpoint or other integrated software experience preferred.

Ability to pass a drug, background, reference, and credit check.

Ability to travel without restrictions.

WORKING ENVIRONMENT

The work environment is representative of a typical office with quiet to moderate noise levels.

PHYSICAL / VISUAL / ENVIRONMENTAL / MENTAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.