Finance Executive Assistant

This position provides high-level, strategic administrative support to the CFO, ensuring seamless day-to-day operations and enabling focus on organizational priorities and long-term strategies. The Finance Executive Assistant acts as a trusted partner, exercising sound judgment, discretion, and confidentiality while managing complex schedules, communications, and key initiatives in a fast-paced environment.

The position requires exceptional organizational skills, proactive problem-solving, and the ability to manage multiple priorities simultaneously. Serving as a central liaison between the CFO and internal and external stakeholders, the Finance Executive Assistant plays a critical role in maintaining productivity, supporting informed decision-making, and facilitating effective communication across the organization. This position also provides supplementary assistance to the Finance Department.

Essential Functions:

• Manage and maintain the CFO and Assistant CFO’s calendar, including scheduling meetings, travel arrangements, and event coordination.

• Prepare agendas, presentations, briefing materials, and documentation for meetings.

• Draft and edit correspondence, reports, and other official documents.

• Screen, prioritize, and manage communications (emails, calls) with discretion and professionalism.

• Act as the primary point of contact and liaison between the CFO/Assistant CFO and internal teams, board members, and external partners.

• Ensure compliance with company policies and procedures.

• Anticipate needs and proactively propose solutions to optimize time and resources.

• Coordinate and follow up on strategic initiatives and special projects as assigned.

• Prepare and process expense reports for the CFO and Assistant CFO.

• Maintain control of petty cash for the Finance Department and make disbursements as required.

• Deliver monthly petty cash documentation to each department.

• Responsible for organizing and conducting the process of sending the quarterly financial statements to the bondholders.

• Diligently and confidentially process vendor creation information in the company’s ERP system.

• Handle sensitive information with the highest level of confidentiality and professionalism.

• Execute any other duties assigned by the CFO and/or Assistant CFO.

Qualification Requirements:

• Bachelor’s degree in Business Administration, Communications, or related field preferred.

• Minimum 5+ years of experience supporting C-level executives or senior leadership.

• Experience in a mid-sized organization (300–500 employees) preferred.

• Exceptional organizational and time-management skills.

• Strong written and verbal communication abilities.

• Proficiency in Microsoft Office Suite and productivity and collaboration tools (Teams, Zoom, etc.).

• Ability to work independently and exercise sound judgment.

• Experience coordinating media and public relations matters.