Executive Assistant – Accounting

Executive Assistant – Accounting

Requirements

• High attention to detail
• Advanced time management and organizational skills, with a proven ability to independently prioritize own work and multi-task to meet changing or competing timelines
• Highly proactive and anticipates and resolves issues
• Exceptional interpersonal skills, especially with senior executives
• Advanced verbal and written communication skills
• Ability to handle highly confidential and sensitive information
• Advanced knowledge of Microsoft Office products
• Typically requires high school or secondary school education
• Typically requires at least 10+ years of executive assistant experience

Responsibilities

• Serves as the primary administrative support professional for a Sr. Vice President and VP, and their accounting team of over 150 people based in Boston and London
• Interacts regularly with senior leaders inside and outside the Company in coordinating the affairs of the executives
• Manages the executive’s complex and detailed calendars, frequently coordinating logistics and sharing information with other assistants and leaders both internally and externally; coordinates complex travel and meetings logistics, anticipating and resolving any problems to ensure a seamless experience for the executive
• Manages own workload, reprioritizing as unanticipated situations arise; assists the executive to adjust schedules to meet new and changing deadlines
• Produces high-quality documentation and contributes to building efficient processes and systems for administrative activities
• Independently prioritizes and addresses requests for appointments, emails and telephone calls based on the needs and objectives for the executive
• Maintains high level of confidentiality of information related to the organization and staff
• Coordinates activities for the department, including quarterly Town Halls, All-hands meeting within and across departments and/or outside parties
• As delegated by the executive, follows up with stakeholders at all levels to gather needed information, prompts/reminds them of critical deadlines, and helps remove any administrative roadblocks that prevent them from meeting their obligations to the executive
• Prepares meeting materials, including meeting agenda preparation/distribution, collecting/printing meeting pre-reads, minute- or note-taking and assembling/editing PowerPoint presentations
• Processes group purchase orders, invoices, and contracts
• Assists with visitor registration, including pre-registering and escorting visitors
• Assists with onboarding of new personnel into the department
• Collaborates with the administrative assistant providing support to other Vice Presidents in the same department
• Provides guidance and training to less experienced colleagues
• Applies knowledge of business/department priorities to anticipate the executive’s needs and drive administrative process improvements
• Builds collaborative and productive relationships across the organization and at all levels

Preferred Qualifications

• Experience working within Accounting and/or Finance departments a plus
• Notary certification a plus