Job Title:  Executive Assistant - Financial Processes

The Finance Executive Assistant provides high-level administrative and operational support to senior finance leaders, such as Chief Financial Officers (CFOs), finance directors, or other top executives in the finance department. This role is instrumental in ensuring the smooth functioning of executive responsibilities by managing complex calendars, preparing financial reports, coordinating meetings, and facilitating effective communication within and outside the organization. The Finance Executive Assistant also plays a critical role in driving process efficiency and supporting process automation efforts within the finance team.

In addition to core administrative duties, the Finance Executive Assistant actively contributes to enhancing operational excellence across the finance function. This includes identifying opportunities for process efficiency, collaborating with stakeholders to streamline workflows, and recommending or implementing improvements to existing procedures. The role often partners with internal teams to support process automation initiatives, ensuring manual tasks are minimized and digital solutions are leveraged to increase accuracy and productivity. Through continuous assessment and proactive involvement in process improvement projects, the Finance Executive Assistant helps foster a culture of innovation and efficiency, directly impacting the team's overall performance and the organization's financial agility.

HOW YOU WILL MAKE AN IMPACT:

• Corporate Finance Intranet Management: Maintain and continuously improve the Corporate Finance communication and intranet systems, ensuring updated content, consistent messaging, and easy access to key resources and documents.
• Process Efficiency: Evaluate, recommend, and implement improvements to administrative and financial processes to optimize efficiency and reduce manual effort.
• Process Automation: Identify opportunities for automation within finance operations, assist with the implementation of automation tools and workflows, and help train team members in adopting automated solutions.
• Stakeholder Relations: Build positive relationships with internal teams, external partners, and vendors, facilitating smooth communication and fostering collaboration.
• Executive Support: Serve as the right hand to senior finance executives, handling daily schedules, calls, emails, travel arrangements, and expense reports.
• Calendar Management: Organize and prioritize appointments, meetings, and conferences, ensuring optimal use of executive time.
• Meeting Coordination: Schedule, prepare agendas for, and coordinate logistics for various  meetings, financial reviews, and departmental meetings. Track actions and follow up as needed.
• Document Preparation: Draft, edit, and proofread presentations and correspondence. Prepare confidential documents, including financial statements, reports, and budgets.
• Financial Data Support: Assist with data consolidation, and preparation of financial analyses and reports. Support month-end and year-end financial processes as needed.
• Travel Arrangements: Coordinate travel including accommodation, itineraries, and expense reconciliation, ensuring cost effectiveness and compliance with company policies.
• Communication Liaison: Act as a point of contact between finance executives and internal/external stakeholders, maintaining professionalism and confidentiality.
• Project Coordination: Support special projects and initiatives led by the finance department, including research, tracking, and resource allocation.
• Expense Management: Track, process, and reconcile executive expenses, ensuring accurate and timely submission in alignment with organizational guidelines.
• Confidentiality & Discretion: Handle sensitive information with utmost integrity and professionalism.

WHAT YOU WILL BRING TO THE ROLE:

• Education: Bachelor’s degree in Finance, Business Administration, Accounting, or related field preferred.
• Experience: Minimum of 10+ years as an assistant, preferably supporting finance or accounting leadership. Experience in a fast-paced, corporate environment is highly desirable.
• Technical Proficiency: Advanced knowledge of Microsoft Office Suite (Excel, PowerPoint, Word, Outlook), and familiarity with financial software and ERP systems. Experience with process automation tools is an advantage.

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