Finance Administrative Assistant

Position Title : Finance Administrative Assistant

Location : Washington, DC (hybrid : 2-3 days in office / week)

Departments : Finance

Reports to : Controller / VP of Finance

Reporting to the Controller / VP of Finance, the Finance Administrative Assistant will provide direct financial, administrative, and operational support to the department.

This includes preparation of specific reporting and analysis, assistance in developing presentation tools, support in procurement and contracting processes, document management coordination, Board Committee support, identifying and implementing administrative process improvements, and supporting other initiatives as requested.

The Finance Administrative Assistant will also provide key support during the annual operational budgeting process, to the CFO and other teams as required.

The position will at times be responsible for managing sensitive information in a confidential and professional manner.

Primary Responsibilities :

Provide high quality, reliable support for financial and business operation functions in the Finance Department.

Specific duties include the following :

Manage Special Olympics Incorporated (SOI)’s Visa credit card program including card issuance, maintenance, and deactivation, ensuring proper expenditure documentation, review of transactions and coding, and authorization.

Follow up on outstanding report issues as required.

• Coordinate SOI’s frequent flier utilization program, donated miles, and unused airline tickets to maximize cost saving opportunities across the organization.
• Operate as primary liaison and representative of SOI to the organization’s travel agent and provide administrative support to Concur, SOI’s online travel portal.
• Serve as primary point of contact for SOI’s Travel & Expense Policy-related questions. Facilitate the approval and decision-making process for bookings in relation to out-of-policy bookings in relation to the Travel & Expense Policy.
• Prepare and distribute monthly financial schedules and reporting on behalf of the Finance department
• Perform account reconciliations as directed
• Coordinate both hard copy and electronic filing systems for efficiency and clarity and assist in ensuring compliance with SOI’s document retention policy
• Coordinate timely administrative support for SOI’s Audit & Risk and Finance Committees and Christmas Records Trust board, including scheduling meetings with a quorum present and the development and dissemination of meeting agendas and other materials.

Prepare minutes of all Committee meetings and provide timely drafts for review

• Provide support for special projects, including technical research and documentation
• Support Finance policy and procedure development and documentation. Coordinate Department dissemination and support of appropriate policies and procedures.

Ensure Standard Operating Procedures (SOPs) are current and up-to-date

• Facilitate all Finance Department meetings, issuing notes and after-action items
• Serve as the Finance point of contact for the organization and monitor the Finance Help and Travel Approval email inboxes.

Coordinate internal and external meetings and facilitate scheduling and greeting of visitors

• Maintain Finance Department’s Intranet landing page and resources
• Sort Finance mail at HQ
• Other duties as assigned

Required Qualifications :

• Bachelor’s degree in Finance or Accounting-related field preferred, or equivalent experience
• Minimum of 3-5 years’ experience supporting financial and administrative operations; project management experience highly preferred
• Proficiency with MS Office suite, with particular experience in Excel, PowerPoint, and Word
• Microsoft Navision experience desired
• Exceptional client service orientation and interpersonal skills
• Strong verbal and written communication skills
• Proven ability to gather, analyze and summarize both quantitative and qualitative data
• Demonstrated organizational and administrative skills in a complex and fast-moving environment
• Ability to critically assess existing work processes and deliver a range of viable business process improvement options for management review
• Strong organizational skills, attention to details, and the ability to manage multiple tasks under tight deadlines and competing priorities
• Ability to work with minimum oversight
• Ability to occasionally work beyond regular business hours

REQUIRED COMPETENCIES

Innovator approaches the work environment looking for opportunities to improve. Willing to take risks to challenge the idea of business as usual .

Willing to try a well thought out idea without fear of failure. Understands failure is an opportunity to learn.

Leadership passionate about the people side of the business. Understands the idea that leadership is an attitude. Invested in the training and development of others, regardless of the reporting structure.

Sees leadership as an opportunity to give each employee the greatest opportunity to succeed and be the best person they can be.

• Change Agent ability to generate new ideas and then build consensus around them to help the organization change for the better.
• Relationships Sees relationships as an opportunity to change minds. Capable of building lasting interactions with people at every level of the organization across multiple functions.
• Communication excellent verbal and written communication skills at all organizational levels. Understands that part of effective communication is effective listening.

Listens to understand . Able to build a case to achieve consensus and persuade others

Special Olympics provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.