Executive Assistant - CFO

Main Purpose of Job : In direct support of the Chief Financial Officer (CFO), the Executive Assistant to the Chief Financial Officer is a key member of the Finance division. The Executive Assistant oversees and manages the office of the CFO, providing high level administrative support to the Finance team. This role is highly visible in the organization and requires an individual who is well organized, personable, discreet and detail-oriented. Essential Duties and Responsibilities Provides comprehensive support services to ensure a professional, responsive and effective experience with the organization. Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements. Administers correspondence, manages incoming calls, and prioritizes phone messages, emails and mail. Handles all calls and visitors with grace, sophistication and professionalism. Strict adherence to deadlines and timely responsiveness to requests made to the office of the CFO. Maintains confidentiality and uses a high degree of discretion in all matters. Key Duties and Responsibilities Writes error-free, eloquent emails and letters. Sorting and prioritization of all incoming and outgoing mail. This includes follow up action such as acknowledging, responding and following up on any necessary action as indicated by the CEO or CFO to invitations, meeting requests or ongoing matters. Answers and directs calls and emails of the CFO of a general nature and screen internal visitors, prioritizing needs and managing impromptu meeting access to the CFO's office. Manages contacts using Outlook to conduct up-to-date database entry, tracks VIP relations and correspondence; facilitates relationships by familiarizing his/herself with various life events (such as birthdays, and other major milestones). Prepares for meetings including ordering lunch, booking conference rooms, setting up projector or video conferencing units. Uses Outlook, Word, Excel and PowerPoint to produce materials, draft high-level presentations, communications and documents for internal and external meetings and conferences. Create and edit visual presentations for meetings as required. Organizes travel arrangements and associated budgets and travel itineraries related to CFO travel. Ensures that all related needs for travel are prepared and supplied beforehand (e.g. Forex, hotel and flight reservations, travel insurance, VISA applications, etc.). Works in a professional and focused manner to schedule internal and external meetings including, but not limited to, Management meetings, project teams, etc. Provides accurate transcription and documentation of meetings, distributes meeting minutes, agendas and meeting packages. Works closely with the Executive team to arrange meetings and events as needed, in conjunction with other Executive Assistants. Organizes Finance team events Maintains Leave Tracking Calendar for the CFO's direct reports. Receives and sorts approval requests in order of priority (sorted by time sensitivity) for follow up by the CFO. Provides monthly reports (e.g. Credit Card Reconciliations, Foreign Expense, etc.) Undertakes special assignments/projects on a wide variety of issues as requested by the CFO Maintains physical and electronic office filing systems. Executes SAP transactions on a timely basis. Performs other duties as required and/or assigned. General Maintains punctual, regular and predictable attendance. Works collaboratively in a team environment with a spirit of cooperation and as a relationship builder. Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with guests, vendors, and co-workers and including the ability to communicate effectively and remain calm and courteous under pressure. Displays engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude. Provides systematic and dependable follow up, as well as a high level of organization and preparedness. Maintains workflow under pressure and in a fast-paced, high-profile work environment. Act proactively and without much supervision, anticipating needs and following through. Successfully manage tight deadlines and long-term projects through excellent organization and prioritization skills. Ability to understand and interpret policies and procedures as well as apply them with consistency. Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response. Very strong interpersonal skills and the ability to build and maintain professional, friendly, and cordial relationships with stakeholders, including staff, board members, external partners, suppliers and customers. Basic Qualifications and Experience Bachelor's Degree required (any Degree which covers basic courses in Business, Administration, Finance or any related field is acceptable). Intermediate experience with SAP, the Microsoft Office suite and Microsoft Outlook is required. Previous experience in a similar role would be an asset. Public Company experience and supporting a CFO of a public company a plus.

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