Executive Assistant to CFO/Vice President of Operations

Position Title: Senior Executive Assistant

Classification: Exempt

Reports To: CFO & Senior Vice President of Operations

 

POSITION SUMMARY:

This senior level position will provide expanded administrative support directly to the CFO & Senior Vice President of Operations. This position will work with the accounting department and other Executive Assistants to support the CFO & Senior Vice President of Operations. This position will apply specialized technical and professional principles and skills in the solution to complex administrative issues. This may include planning, developing, evaluating, advising, and improving various management control systems, policies, work methods and procedures. This senior position must demonstrate the ability to work independently and exercise effective and appropriate independent judgment.

 

 

GENERAL DUTIES AND RESPONSIBILITIES:

  • Assist CFO & Senior Vice President of Operations with administrative issues; assist in the preparation and compilation monthly, quarterly, and annual reports for staff, committees and board of directors; work in coordination with the Director of Operations and Director of Human Resources to ensure operational issues related to fiscal and operations are addressed; compose correspondence, memorandums and arrange committee meetings; travel coordination etc. Coordinate all the activities concerning CFO-COO which will include contacts with outside individuals, vendors and agencies.

  • Assist with the coordination, formatting and proofreading of the OLCDC financial reports, annual budget reports, worksheets and annual report.

  • Serve as liaison between CFO & Sr. Vice President of Operations and committees. Provide a bridge for smooth communication between the CFO & Senior Vice President of Operations and other internal/external stakeholders, demonstrating leadership, trust, and support with others.

  • Interpret administrative policies, acquire, and disseminate information concerning work methods and procedures, organization, work controls and similar management functions.

  • Organize committee meetings, including preparation of all supporting materials. For example, compiling committee agenda-related materials to prepare packets for committee members.

  • Prepare a variety of written documents, including minutes from committee meetings and other formal committee meetings, special reports, contracts, presentations etc.

  • Track and follow up on various assignments from the committee, board, staff and executive meetings.

  • Assist the Accounting, Operations and HR departments with contract execution coordination, payment requests and procurement processes.

  • On-boarding assistance for the HR department.

  • Work on Special Projects as they surface and are implemented.

  • Identify and solve problems or issues, collect and analyze data, develop alternatives and make specific recommendations to CFO & Senior Vice President of Operations.

  • Assist departments and provide support for the Executive Assistant Team.

  • Review programs, policies, and procedures in accordance with OLCDC’s priorities.

  • Conduct oneself in the best interest of OLCDC’s affiliates and partners in support of the OLCDC’s mission statement.

  • Perform other related duties as assigned.

 

 

QUALIFICATIONS:

 

  • Bachelor’s degree and three (3) years or more successful experience; or Associate’s degree and five (5) years or more successful experience supporting a senior executive in real estate, finance, not-for-profit or complex business environment performing high level administrative duties; or high school diploma or equivalent and ten (10) years or more successful progressive experience in a real estate, not-for-profit or highly complex organizational environment performing high level administrative duties.

  • Thorough knowledge of general office business machines and modern administrative practices and procedures.

  • Ability to communicate effectively, both orally and in writing.

  • Independent thinking and problem-solving skills.

  • Knowledge of current computing technologies and software applications appropriate to the position’s job responsibilities (i.e., PowerPoint, Excel, Adobe, Microsoft Word).

  • Must possess valid driver’s license and vehicle insurance or have other means to enable travel locally and non-locally, including getting to work and going to other locations during the day for meetings, etc.

 

 

 

PHYSICAL DEMANDS & WORKING CONDITIONS:

  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

  • The employee performs work remotely and in a normal office setting within a reasonable environment, consistent with the organization’s hybrid work model. While performing the duties of this job, the employee may be required to perform local and non-local travel.