Executive Administrative Assistant

Summary:

The Executive Assistant supports the Chief Financial Officer and/or other senior executives as a trusted, high-judgment partner who helps manage executive time, communications, priorities, and critical deliverables. This role goes beyond traditional administrative support by anticipating needs, applying sound judgment to competing priorities, interacting professionally with internal and external stakeholders, and helping ensure the CFO office operates with clarity, responsiveness, discretion, and executive-level polish.

Duties and Responsibilities:

• Schedule & Strategic Time Management - Manage complex, fast-moving executive calendars across internal and external stakeholders; apply judgment to prioritize requests for the CFO's time, proactively resolve conflicts, and ensure the executive is prepared for each engagement.

• Communication, Gatekeeping & Stakeholder Management - Screen, triage, and prioritize incoming communications with discretion and professionalism; interact comfortably with senior leaders, Board-related stakeholders, investors, external partners, and other high-visibility contacts.

• Travel, Logistics & Executive Readiness - Coordinate domestic and international travel, detailed itineraries, expense reports, meeting materials, and briefing documents to ensure seamless executive preparation and follow-through.

• Executive Materials & Talking Points - Draft, format, edit, and proofread executive-level presentations, talking points, briefing documents, reports, memos, and other materials for meetings, events, investor interactions, and internal communications.

• Major Meeting, Presentation & Event Orchestration - Plan and coordinate high-profile presentations, leadership meetings, off-sites, Board-related events, and cross-functional sessions; manage agendas, logistics, materials, action items, and post-meeting follow-up.

• Information, Approval & Project Management - Maintain confidential files, track deliverables, compile information, and support special projects; review and route approval requests, including spending, T&E, invoices, and related items, ensuring appropriate context, completeness, and timely follow-up.

• Executive Judgment & Prioritization - Serve as a trusted thought partner in managing competing demands, using discretion to determine urgency, identify dependencies, elevate risks, and recommend practical next steps when priorities shift.

• CFO Office Administration & Operating Rhythm - Oversee daily priorities and operating rhythms for the CFO office, ensuring timely completion of business initiatives, executive requests, financial leadership priorities, and corporate deliverables.

• Support onboarding and integration of new Finance and Executive Leadership stakeholders, as needed.

• Act as a cultural ambassador, modeling professionalism, inclusivity, and adaptability.

• Additional duties as assigned.

Skills and Competencies:

Hard Skills

• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Teams), Google Workspace, Miro, and project/expense management tools (e.g., Ariba, Concur), with the ability to create executive-ready materials and support approval workflows with accuracy and attention to detail.

• Comfort using AI tools for drafting, summarizing, prioritization, meeting preparation, and follow-up while leveraging modern tools (Microsoft 365, SharePoint, OneNote, AI copilots, workflow tools) to increase efficiency and quality.

• Strong calendar, travel, event, presentation, and meeting management capabilities, including support for high-stakes leadership forums and external-facing engagements.

• Ability to prepare and manage executive briefing materials, presentation decks, talking points, agendas, action items, and follow-up documents with a high degree of confidentiality and polish.

Soft Skills

• Excellent written and verbal communication, including the ability to draft concise, polished executive communications and adjust messaging for different audiences.

• Exceptional organizational aptitude, time management, and follow-through, with the ability to manage multiple priorities without losing sight of details.

• Professional discretion, emotional intelligence, sound judgment, and executive presence when handling confidential information and engaging with senior or external stakeholders.

• Adaptability, resourcefulness, multitasking ability, and a solution-oriented mindset in ambiguous, fast-paced, and high-stakes situations.

• Ability to anticipate needs, connect dots, identify potential issues early, and proactively resolve or escalate matters before they impact the executive or the broader team.

• Strong relationship management skills with the confidence and professionalism to partner across Finance, enterprise functions, external parties, and executive leadership teams.

Minimum Qualifications:

• Bachelor’s degree, or equivalent professional experience. 

• 3–5 years of experience supporting Senior (i.e. SVP, VP) leaders.

• Proven track record in fast-paced, high-stakes environments.

Preferred Qualifications:

• 3–5 years of experience supporting C-suite executives, preferably in a public company, Finance, Investor Relations, or similarly complex corporate environment.

• Project management, event orchestration, investor-facing support, executive communications, or financial approval workflow experience preferred.

Communication Skills:

• Writing, Talking/Hearing on the phone (Continually=67-100% of workday)

Environment Requirements: 

• Office/Remote/Home office (Continually=67-100% of the workday)

Travel:

• Some travel may be required, less than 10%