Executive Assistant to Chief Financial Officer

Full Time
  • Full Time
  • Calgary

Website Fueling Brains

Overview:

The EA is responsible for providing comprehensive support to the CFO’s Office, and Leadership team and managing the organization’s office operations, including working in-person with the CFO, Strategic Advisors and Cabinet members across the geographies. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

The ideal candidate will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication skills, administrative and organizational skills, and the ability to maintain a realistic balance among multiple organizational priorities. The EA will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure to handle a wide variety of activities and confidential matters with discretion.

Essential Duties and Responsibilities:

  • Create and execute effective meeting plans for conducting the work of the CFO. Work with the CFO to identify priority topics and develop an agenda for each meeting. Examine Board procedures and practices and recommend and implement improvements. Serve as a principal office contact for identified stakeholders.
  • Provide sophisticated calendar management for the CFO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements. Coordinate CFO schedule with regard to meetings, travel and all other appointments and answer and screen incoming calls / emails.
  • Supports CFO with preparation of materials and presentations for internal and external meetings, conferences and communications with public officials, and executives. Anticipate the CFO’s needs in advance of meetings, conferences, etc.
  • Coordinate all aspects of stakeholder meeting planning and preparation, including, for example, convening meetings of staff who perform tasks in support of external / internal meetings and setting deadlines for materials creation and other support functions.
  • Complete a broad variety of administrative tasks that facilitate the CFO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CFO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect CFO’s style and organization policy.
  • Assist with or manage special projects as directed by the CFO, including responding to verbal and written inquiries on various topics from outside the organization. Responses may also include meetings with leadership of client organizations, members of government agencies, and members of various vendor organizations. Respond to verbal and written inquiries.
  • Coordinate all Executive Team meetings and retreats and assist with internal / external meetings and events as needed.
  • Work with the Executive Team to coordinate the CFO’s outreach activities. Follow up on contacts made by the CFO to cultivate ongoing relationships.
  • Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as the organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organizational locations / offices, as required..
  • Provide event management support as requested.
  • Invest in building long-lasting relationships both externally and internally.
  • Manage petty cash reimbursements and reconciliation.
  • Other projects/duties as assigned for the overall benefit of the organization.

Qualifications / Experience

  • Strong ability to execute work with a changing paradigm in early childhood education lens
  • Significant executive support experience, including supporting C-level executives. Nonprofit board experience is highly-preferred.
  • Expert proficiency with Microsoft Office, Google Suite, Monday Board, Asana and desktop publishing software; ability to design and edit graphic presentations and materials.
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Strong verbal and written communication skills.
  • Exceptional organizational skills and impeccable attention to detail.
  • High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
  • Make appropriate, informed decisions regarding priorities and available time.
  • Ability to complete a high volume of tasks and projects with little or no guidance.
  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
  • Demonstrate the highest level of customer/client service and professionalism in all interactions
  • Able to maintain a high level of integrity and discretion in handling confidential information.
  • Excellent judgment is essential.
  • Forward looking thinker, who actively seeks opportunities and proposes solutions
  • Ability to switch gears at a moment’s notice

Work Environment Requirements:

  • Thrive in an intense, do-it-yourself, start-up environment.
  • Ability to work well within a cross-functional team environment and diverse stakeholder communities.
  • Must be able to talk, listen and speak clearly on telephone or teleconference in a clearly lit, noise-free environment with strong wireless internet connectivity.

Source

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