Executive Assistant

Role Summary

The purpose of this position is to provide administrative support to the CFO and COO and Corporate Board Secretary. The Executive Assistant reports directly to the CFO, with a dotted line reporting relationship to the COO and Corporate Board Secretary.

The Executive Assistant coordinates/assists with projects and tasks assigned by the CFO and COO in support of the Finance and Operations departments. Together with the Corporate Board Secretary, he/she is tasked with the coordination of agendas, materials and accommodations for all Board of Directors meetings and events.

Responsibilities

• Manages the CFO’s and COO’s calendar, travel, meetings, and expense reports.

• Serves as the primary liaison between the CFO and COO and internal/external stakeholders.

• Assists with the payment of departmental invoices and prepares actual vs. budget analyses.

• Attends Board and AFI Committee meetings and prepares agenda and meeting minutes.

• Coordinates Board and Committee meeting logistics and materials collection and posting of materials to the Board Portal.

• Manages and maintains the Board Portal.

• Assists with the preparation of recurring PowerPoint presentations.

• Manages AMEX corporate credit card program and Emburse expense reimbursement platform.

• Provides support for the Business Continuity Planning Committee

Qualifications & Skills

• Post-secondary degree or 5+ years of equivalent experience

• Excellent oral and written communication skills with high level of professionalism

• Self-starter with excellent teamwork skills and an innate sense of urgency

• Proficient in Microsoft Office and the ability to learn proprietary software

• Excellent communication and interpersonal skills with an awareness that the image of the Executive Offices may be based on interaction with this position.

Position Specific Competencies

• Approachability: Is easy to approach and talk to; spends the extra effort to put others at ease; can be warm, pleasant, and gracious; is sensitive to and patient with the interpersonal anxieties of others; builds rapport well; is a good listener; is an early knower, getting informal and incomplete information in time to do something about it.

• Composure: Is cool under pressure; does not become defensive or irritated when times are tough; is considered mature; can be counted on to hold things together during tough times; can handle stress; is not knocked off balance by the unexpected; doesn’t show frustration when resisted or blocked; is a settling influence in a crisis

• Organizational Agility: Knowledgeable about how organizations work; knows how to get things done both through formal channels and the informal network; understands the origin and reasoning behind key policies, practices, and procedures; understands the cultures of organizations.

• Priority Setting: Spends his/her time and the time of others on what is important; quickly zeros in on the critical few and puts the trivial aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus.