Job Overview:
The Executive Assistant to the CFO plays a key role in supporting the CFO by managing administrative functions, organizing workflows, handling confidential information, and ensuring smooth communication across various departments. This role requires strong organizational skills, discretion, advanced Excel skills, and the ability to handle multiple tasks efficiently, including coordination for investor meetings.
Key Responsibilities:
Administrative Support:
- Provide high-level administrative support to the CFO, including calendar management, scheduling meetings, and coordinating travel arrangements.
- Prepare and manage documents, reports, presentations, and financial statements for meetings and conferences.
- Handle confidential information with the utmost discretion and professionalism.
- Assist with preparation and follow-up on action items from executive meetings and discussions.
Communication Management:
- Act as the primary point of contact between the CFO and internal/external stakeholders, including senior management, clients, and business partners.
- Screen and prioritize incoming calls, emails, and messages to ensure timely responses.
- Coordinate communication flow within the department, ensuring all parties are informed and aligned on key activities.
Meeting Coordination:
- Organize and manage meetings for the CFO, including preparing agendas, taking minutes, and tracking action items.
- Ensure the CFO is fully prepared for meetings, providing relevant documentation and background information.
Investor Meeting Coordination:
- Assist in coordinating investor meetings, ensuring that all logistics, presentations, and meeting materials are prepared in advance.
- Support the CFO in preparing investor presentations, quarterly reports, and other necessary documents.
- Ensure effective communication and follow-up with investors post-meeting.
Financial and Operational Support:
- Assist in the preparation and review of financial reports, budgets, forecasts, and presentations.
- Track and manage invoices, expenses, and financial documentation for the CFO.
- Support the CFO in handling operational tasks, such as departmental planning, compliance, and audits.
Project Management:
- Help with the coordination and management of special projects as assigned by the CFO, ensuring deadlines are met and progress is tracked.
- Collaborate with other departments to ensure smooth execution of initiatives.
Travel and Event Management:
- Coordinate all travel arrangements for the CFO, including flights, accommodations, transportation, and itineraries.
- Organize corporate events, board meetings, and conferences, ensuring seamless logistics and preparation.
Documentation and Filing:
- Maintain and organize both physical and electronic files and records, ensuring that all documents are stored securely and are easily accessible.
- Prepare and file documents related to financial transactions and confidential matters.
Office Management:
- Manage the day-to-day operations of the CFO’s office, ensuring smooth functioning of the workplace environment.
- Order office supplies, arrange for equipment maintenance, and coordinate with vendors as necessary.
Qualifications & Skills:
Educational Qualification:
- Bachelor’s degree in Business Administration, Finance, or any related field. MBA or relevant certifications are a plus.
Experience:
- Minimum of 3-5 years of experience as an Executive Assistant or in a similar administrative role, preferably in the finance or corporate sector.
Skills:
- Advanced proficiency in MS Excel, including creating and managing financial models, reports, and data analysis.
- Strong organizational and time-management skills.
- Excellent verbal and written communication skills.
- Proficiency in MS Office (Word, PowerPoint, Outlook) and familiarity with financial software or tools.
- High attention to detail and the ability to manage multiple tasks simultaneously.
- Ability to maintain confidentiality and handle sensitive information.
- Strong interpersonal skills and the ability to interact with all levels of management and external partners.
- Problem-solving ability and proactive approach to tasks.
- A deep understanding of financial terms and processes is a plus.
Key Competencies:
- Strong communication and relationship-building skills.
- Ability to anticipate needs and take initiative.
- High level of professionalism, maturity, and discretion.
- Ability to work well under pressure and handle stressful situations with ease.
- Adaptability and flexibility in a fast-paced work environment.
