Assistant, Executive

Assistant, Executive

Responsible for providing administrative support to the Global Finance department. Requires the ability to manage confidential information and interact with executive-level management and Board members. Uses independent judgment in carrying out responsibilities and takes initiative to handle routine and semi-routine matters.

What You Will Do:

• Where appropriate, directly handles routine and semi-routine matters on behalf of the CFO or Finance Vice Presidents.
• Processes correspondence using a word processing system. Composes routine correspondence on behalf of the CFO or the Vice Presidents. May include graphics and require scanning images.
• Opens, sorts, and distributes departmental mail. Organizes mail on behalf of the CFO or Finance Vice Presidents.
• Maintains calendars for Finance leadership schedules.
• May support preparation of Finance department budgets, forecasts, and analysis of actual results.
• May handle processing of vendor invoices in a timely manner.
• Performs non-routine clerical tasks with little supervision.
• Sets up and maintains files in a timely and organized manner.
• Makes travel arrangements (including complex international travel) as necessary.
• Liaison to Facilities Management for oversight of Finance seating arrangements.
• Supports department leadership engagement activities, including Global Town Halls, social gatherings, holiday parties, etc.
• Supports scheduling and preparation of materials for Board and Board Committee meetings.
• Supports meeting scheduling, takes meeting minutes, catering orders, and performs other related activities.
• Provides work direction, instruction, and mentoring to junior-level support staff.
• Assists with onboarding new employees.
• Serves in an administrative capacity on department project teams, as necessary.
• Secures and arranges setup of meeting rooms for department meetings or events.
• Ensures office supply inventory for the department is maintained.
• May support timesheet processing for Finance Vice Presidents.
• May support or process expense reports. Generates and/or processes other reports as necessary.
• Keeps abreast of PC business applications by maintaining contact with other administrative assistants and members of Information Management Services.
• May perform other tasks or participate in special projects as assigned.
• Supports the Finance department with other required coordination across the team.

What You Will Need:

Education and Experience

• Requires a minimum of 5 years previous administrative office experience or a combination of education and experience.
• High School Diploma or equivalent.

Knowledge, Skills, and Abilities

• Advanced level skills in office software (some of which may include Excel, Word, PowerPoint, Outlook, etc.). Aptitude to learn additional programs as required such as Copilot, Sierra, etc.
• Advanced level skills in the use of office equipment (copiers, etc.).
• Excellent oral and written communication skills. Ability to communicate professionally with executives and maintain confidential information.
• Advanced level clerical and general office skills.
• Ability to handle routine and non-routine business matters in the absence of or on behalf of the CFO and Finance Vice Presidents.
• Ability to simultaneously handle multiple assignments and prioritize workload accordingly.
• Demonstrated ability to interface with all levels of personnel.
• Working knowledge of the ABS Health, Safety, Quality and Environmental Management System.

Reporting Relationships:

Reports to a Vice President or above level position.