Executive Assistant to CFO/COO

Executive Assistant to CFO/COO 4.0 4.0 out of 5 stars Dallas, TX 75202 JOB SUMMARY The main objective of the Executive Assistant is to provide diversified and tailored front-line executive support the CFO/COO. Support for the other executives may be required as well. RESPONSIBILITIES CALENDAR Manage and coordinate CFO/COO's calendar Ensure all appointments are consistently, efficiently, and up to date with no scheduling conflicts and all critical deadlines are flagged Prevent unnecessary interruptions and unscheduled meetings Filter phone calls and meeting requests MEETINGS Act as a gatekeeper to prevent unscheduled meetings and interruptions to the CFO/COO's daily schedule Prioritize conflicting needs and appointments Coordinate with CFO/COO in preparation, planning, and coordination including preparation of agendas, meeting/presentation materials, and meeting minutes Ensure all documentation is finalized, prepared and printed in advance of the meeting as needed Ensure meetings start and end on time or according to the CFO/COO's direction Take detailed meeting minutes if desired and communicate all necessary follow up information to cross-functional partners ACCOUNTING AND FINANCE Submit, track and prepare expense reports Prepare budgets and cost tracking as required Review schedules as requested which have been prepared by the accounting team, with the goal to improve the schedules or streamline processes LEGAL Provide on-going administrative support and act as a liaison between the CFO/COO with various legal professionals Assist with preparation of legal documents and dissemination of legal documents for signature as needed. Compare legal agreements or contracts and highlight changes TRAVEL Research and present options including associated costs for all travel including transportation, accommodation, car rentals, transfers, etc. Provide out-of-office support while traveling to make travel changes, cancellations, coordinate meetings and additional arrangements Assemble all travel documentation and schedules in and organized manner Monitor travel arrangements and needs and make flight adjustments as needed Manage travel calendar in appropriate time zones PROJECTS & SPECIAL EVENTS Provide on-going administrative support; act as a liaison between the CFO/CEO and all Executive members Participate in company special events and social media in a professional manner INTERNAL AND EXTERNAL PUBLIC RELATIONS Provide professional, courteous, responsive first point of contact on behalf of CFO/COO when needed Managing expectations, scheduling of priorities, use of judgment to determine when issues should be escalated, advise of morale and employee issues as they arise IDEAL CANDIDATE Bachelor's degree or equivalent education from an accredited institution is preferred Minimum 5+ years' experience as an Executive Assistant, supporting a c-suite executive Strong organizational, project management and proactive problem-solving skills with impeccable multi-tasking abilities Exceptional interpersonal skills with a high level of professionalism, focused demeanor and emotional maturity Able to effectively prioritize conflicting needs, resolve issues expediently and uphold a strict level of confidentiality Detail oriented with an eye for balancing efficiency with effectiveness Strong ability to be adaptable and work independently Exercises good judgement in a variety of situations and often ambiguous environments Advanced Microsoft Office skills with the ability to create and format spreadsheets, presentations and documents CSDAL65