I. SUMMARY
The Executive Assistant to the Vice President of Finance provides high-level administrative, coordination, and confidential support to the VP of Finance. The role ensures efficient day-to-day operations of the Finance leadership by managing schedules, correspondence, reports, meetings, and sensitive financial information, while acting as a key liaison between the VP of Finance and internal and external stakeholders.
II. KEY DUTIES AND RESPONSIBILITIES
A. Executive & Administrative Support
- Manage and maintain the VP of Finance's calendar, appointments, and meeting schedules
- Prepare meeting agendas, presentations, and briefing materials
- Take accurate minutes of meetings and ensure timely follow-up on action items
- Handle incoming and outgoing communications, prioritizing urgent and confidential matters
- Coordinate domestic and international travel arrangements, including itineraries and expense reports
B. Finance Coordination & Reporting Support
- Assist in the preparation, consolidation, and tracking of financial reports, budgets, and forecasts
- Monitor submission deadlines for financial reports and ensure compliance
- Coordinate with Accounting, Treasury, Audit, and Tax teams for required documentation
- Maintain organized filing systems for financial records, contracts, and regulatory documents
- Track departmental KPIs, projects, and deliverables for the VP of Finance
C. Communication & Stakeholder Management
- Act as liaison between the VP of Finance and senior management, department heads, auditors, banks, and external partners
- Screen and respond to inquiries on behalf of the VP of Finance when appropriate
- Facilitate effective communication between Finance and other departments
D. Confidentiality & Compliance
- Handle highly confidential financial, payroll, and strategic information with discretion
- Ensure compliance with company policies, internal controls, and regulatory requirements
- Support internal and external audits by coordinating documentation and schedules
E. Special Projects & Process Improvement
- Assist in special finance-related projects, presentations, and strategic initiatives
- Identify opportunities to improve administrative and reporting processes within the Finance department
- Support automation and system enhancements as assigned
III. QUALIFICATIONS
A. Education
- Bachelor's degree in Business Administration, Accounting, Finance, Management, or related field
B. Experience
- At least 35 years of experience as an Executive Assistant, Senior Administrative Assistant, or similar role
- Prior experience supporting senior executives, preferably in Finance, Accounting or Bookkeeping
C. Skills & Competencies
- Strong organizational, time management, and multitasking skills
- Excellent written and verbal communication skills
- High level of discretion and professionalism
- Proficient in MS Office (Excel, Word, PowerPoint, Outlook)
- Strong attention to detail and analytical skills
- Ability to work independently and handle pressure with minimal supervision
IV. WORKING CONDITIONS
- Office-based with occasional extended hours during reporting or audit periods
- May require coordination outside regular office hours due to executive schedules
