Job Title:
Executive Assistant II - Finance
Pay Information:
Non-Exempt - $80,000- $92,700per year
Location:
Remote first work environment
Must be within commuting distance from Sacramento, CA for inoffice support
The Executive Assistant II - Finance is responsible for providing administrative support to the Chief Financial Officer, Vice President of Finance, Finance Department and Members of the Finance and Audit Committees. The Executive Assistant will coordinate and plan company and department functions throughout the year, prepare agenda packets and minutes for all Finance and Audit Committee meetings and Rotunda Partners Board meetings, and execute administrative policies.
UniversalCompetencies: - Collaboration: Proactively engages with an iterative mindset to enhance ideas and achieve organizational results; Cultivates relationships, builds partnerships, shares and learns without boundaries.
- Service: Focusing on meeting needs and exceeding expectations for those served inside and outside the organization.
- Respect: Embracing others for their true authentic self; nurture and promote an environment that values diversity of thought, input, experience and expertise.
Role SpecificCompetencies: - Approachability: Is consistently approachable, open to feedback and truthful; builds trust and authentic professional relationships.
- Adaptability: Appropriately adjusts behavior to changing conditions and business needs; modifies approach to succeed with new situations and timelines.
- Resourcefulness: Uses creativity, ingenuity and insight to tackle issues and provide fresh solutions.
How the Executive Assistant II contributes: Administrative Support
- Provides a high level of administrative support to the CFO, V.P. of Finance, and Finance department, to include but not limited to: composing letters and correspondence; establishing calendars, scheduling appointments and meetings, and preparing and organizing materials needed for each meeting; answering telephones and screening calls; arranging travel when necessary; completing expense reimbursement forms; routing invoices for approval; and collecting and distributing mail.
- Ensures correspondence, committee reports and agenda items for governance meetings are coherent, effective, grammatically correct and professional.
- Composes and prepares confidential correspondence reports and other complex documents, including Treasurer's Report. Provide finance and audit information to the CDA, TDIC/IS, TDSC, and Foundation boards.
- Prepares PowerPoint presentations for various board meetings, orientations, and the AM Best annual meeting.
- Collects receipts and accounting codes to complete monthly expense report for the corporate credit card of the CFO and others.
- Organizes monthly department meetings and annual team building event and holiday lunch.
- Proactively identifies, recommends and manages process improvements to increase business efficiencies.
- Completes deliverables with a proactive, hands-on approach; follows up with stakeholders as needed, while consistently meeting deadlines and anticipating needs.
Board and Committee Meeting Support
- Coordinates Finance and Audit Committee Meetings (for CDA, TDIC/TDIC Insurance Solutions and the CDA Foundation) and Rotunda Partners Board Meetings, including scheduling, communication with board and committee members and/or staff, preparation/distribution of meeting materials, and minute taking/filing. Prepares correspondence and/or reports, and coordinates meeting attendance, equipment and catering needs
- Composes and maintains meeting minutes for all boards, finance, and audit committees for reporting to independent auditors.
Non-Essential Functions:
- Fill in for other administrative staff within the organization as needed.
- Other projects or assignments as directed by CFO.
- Performs other duties as assigned.
Minimum Qualifications: - High school diploma or GED
- 5+ years executive administrative support experience in a professional environment
- Ability to provide logistical support to meetings and events.
- Maintain strict confidentiality.
- Excellent attention to detail is critical.
- Ability to take initiative and anticipate department needs.
- Excellent interpersonal, verbal and written communication skills.
- Respond to changing situations in a flexible manner to meet current needs.
- Represents the organization to external and internal audiences, which requires judgment and the knowledge to handle tasks independently.
- Demonstrate diplomacy and tact while interacting with all levels within and outside of the organization
- Perform job duties with little or no supervision, exercising good judgment and professionalism.
- Strong computer skills, including ability to use Windows/ Microsoft Office to perform word processing, prepare spreadsheets and prepare presentations.
- Ability to proficiently type a minimum of 65 WPM.
Preferred Qualifications: - Familiarity and comfort with Internet searches and prior experience with basic database functionalities (search, data-entry, report generation).
- Company-wide notary public.
- Familiarity with volunteer governance structures and for profit structures.
- General understanding of finance and accounting procedures.
Working Conditions: Occasionally (1-33%) Frequently (34-66%) Constantly (67-100%)
- Constantly standing, bending, sitting
- Overnight travel - minimal
- Occasionally lift equipment/supplies up to 15 pounds
