Global Finance Executive Assistant

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Regular and Consistent Attendance
• Provides full administrative support for individuals that oversee the various functions in the Global Finance Department.

Supporting tasks include, but are not limited to, working on complex spreadsheets, preparing financial presentations, arranging complex travel itineraries, organizing and participating in meetings which includes preparing agendas and minutes, and following up on open items, when necessary, with minimal direction.

• Prepare comprehensive board and investor presentations in PowerPoint, ensuring clarity, accuracy and alignment with organizational objectives.
• Manage the active calendars of appointments for the Finance Management and coordinate activities within the Company to ensure all deadlines and key milestones are met.

Proactively prioritize items for the entire team.

• Communicate directly with Senior Management, peers, vendors and service providers to address their questions or needs as it relates to the entire Finance Team.
• Inform the Finance Management of the overall status of activities or concerns in the department, following up appropriately with the respective individuals in Finance Management or other departments in the Company.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on assigned tasks to successful on-time completion.
• Prepare reports and financial schedules to be delivered to other departments within the organization and to Senior Management.
• Assist with preparing and / or validating excel spreadsheets for the Department, including the ability to tie out numbers and prepare detailed presentations for management and outside parties.
• Draft meeting agendas, participate in the meetings to prepare detailed minutes and proactively complete or follow up on issues raised during the meeting.
• Process invoices and obtain the appropriate approvals for Finance Management. Properly research open items and work with both the vendor and the Department to quickly resolve open items.
• Work closely with the Finance Team to prepare key presentations for Senior Management including the quarterly and annual financial results and the annual budget presentation.
• Welcome guests and customers by greeting them, in person or on the telephone; answer or direct inquiries.
• Maintain and update the Finance organization charts, department budget, and on-going review of department costs.
• Utilize the Concur travel system and assist with various administrative items within the application including preparation of expense reports for Finance Management.
• Manage the Finance Department office (floor) which includes the office supplies for all the staff, direct the general equipment and facility maintenance items, oversee the scheduling of the Finance conference rooms and the general office environment.
• Word processing for the department includes drafting e-mail correspondence, official letters and Finance Department notifications.
• Assist with administrative tax functions such as mailing tax returns, processing of payments and maintenance of documentation., as necessary.
• Manage the onboarding of all new Finance employees including coordinating the IT equipment and system access setup.
• Other duties as directed by the Finance Management Team.

Qualifications :

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Professional Skills :

• Excellent computer skills
• Excellent communication skills
• Excellent reasoning and analytical skills
• Excellent organizational skills.
• Must be self-motivated with a strong ability to prioritize and recognize critical situations that need immediate attention.
• Ability to multi-task, distinguish high priority matters and ensure all open items are completed in a timely manner.
• A team player that maintains a strong and positive working relationship with the entire Finance Staff and other departments.
• Ability to work in a fast-paced environment where deadlines are adjusted on a regular basis.
• Trustworthy with confidential financial information and Company matters.
• Detail oriented and excellent organizational and communication skills.

Education / Experience :

High school diploma or general education degree (GED). Minimum of a bachelor’s degree or equivalent work experience required.

Candidate should have a minimum of five years’ experience in the role as an Executive Assistant. The preferred candidate should have Accounting and Finance Department experience.

Certificates, Licenses, Registrations :

None

Language Ability :

Must have good reading, writing, and speaking skills to effectively communicate with executives, studios, managers, and co-workers.

Math Ability :

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Ability to compute rate, ratio, and percent, and to draw, develop and interpret bar graphs and charts.

Reasoning Ability :

Perform under pressure and / or opposition at times relying on your own independent judgment and knowledge to decide the best directions and solutions.

Ability to carry our detailed but uninvolved written or oral instructions.

Computer Skills :

Microsoft Outlook, Microsoft Word, Excel, Travel (Concur) software, PowerPoint and ERP systems. Must have strong Excel and spreadsheet skills.

Supervisory Responsibilities :

This position has no direct supervisory responsibilities.

Work Environment :

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The noise level in the environment is moderate.

Physical Demands :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job the employee is frequently required to stand, walk, sit, and use hands to finger, handle, or feel;

reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and talk or hear. The vision requirements include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

The employee is occasionally required to lift up to pounds.