Executive Admin Finance

GENERAL PURPOSE:

Summarize overall purpose of the position.

Provides general administrative support to the Senior VP of Strategic Sourcing (Finance) and other Finance VPs.

 

ESSENTIAL FUNCTIONS:

List the core duties or tasks that are fundamental to the performance of the job.  Define purpose, function and the result to be accomplished.  Also, focus on frequency, time spent, etc.  List in order of importance. 

  • Perform administrative general office duties of a responsible and confidential nature, executing, with minimal direction, secretarial support at the highest level. Maintain a variety of complex records and files, including digital and hard copy files. 
  • Act as liaison between department managers and their staff in matters involving the SVP and other VPs including meetings, documentation, and activities requiring authorized action.
  • Take appropriate authorized action in the absence of the SVP to ensure that matters requiring attention are referred to and handled in a manner to minimize the effect of the absence. Handle projects as assigned, working independently with minimal supervision.
  • Produce letters, reports, bulletins, memoranda, presentations, speeches, rough drafts, verbal instructions and email, including material of a confidential nature. 
  • Coordinate executive travel, including ground transportation, hotel accommodations, itinerary planning, meeting coordination, and ensure office requirements and facilities at destination are arranged, if required.
  • Manage SVP/VP calendars working closely with other executive level admins to ensure efficient flow of information. Backup calendaring for other Finance Executives.
  • Process invoices and expense reports.  Receive and screen communications to the SVP/VPs including telephone calls and e-mail messages, recorded messages and/or provide assistance using independent judgment to determine what requires priority attention.
  • Interface with other Executive admins as necessary to ensure appropriate flow of information, meetings, and other activities as needed.

 

 

 

COMPETENCIES:

List 4-8 competencies for the position.

  • Communication
  • Planning and Organizing
  • Analysis and Judgment
  • Customer Support
  • Credibility and Trust
  • Results Orientation
  • Problem Solver

 

 

QUALIFICATIONS AND SPECIAL SKILLS REQUIRED:

List Education level, Years of Experience, Technical Knowledge, and/or Certifications required for the position.

  • Two to four years of proven experience working in a high energy, demanding, multi-tasking environment; experience providing administrative and logistical support to a top executive; experience with scheduling travel arrangements; financial reimbursements, communicating with senior level internal and external contacts; ability to shift priorities; superior organizational skills;
  • Communicate effectively with co-workers, senior level internal and external contacts and representatives of public and private organizations to exchange and convey information; maintain confidentiality of privileged information obtained in the course of work.
  • Organize own work, coordinating projects, setting priorities, meeting deadlines and following up on assignment with minimum direction.
  • Knowledge of principles and business letter writing and basic report preparation; grammar, spelling, punctuation and vocabulary; compose, independently or for moral instructions, correspondence with minimum direction.
  • Advanced skills in word processing, presentation, spreadsheet and other software, Microsoft Office, i.e. Visio, MS Word, Excel, PowerPoint
  • Knowledge of standard office administrative practices and procedures, including the use of standard office equipment.
  • Basic budgeting theories and principles; basic mathematical computations. Accounting and record keeping skills
  • Ability to use discretion in handling confidential information
  • Attention to detail and accuracy is critical
  • Telephone techniques and etiquette
  • Ability to work as a key team member with a diverse group of professional staff
  • Operate a keyboard at a corrected rate of 60 words per minute

 

 

PHYSICAL REQUIREMENTS/ADA:

Please include any additional physical requirements below the standard requirements (including any travel, lifting, pushing, or pulling)

Job requires ability to work in an office environment, primarily on a computer.

Requires sitting, standing, walking, hearing, talking on the telephone, attending in-person meetings, typing, and working with paper/files, etc.

Consistent timeliness and regular attendance.

Vision requirements: Ability to see information in print and/or electronically.

 

GENERAL PURPOSE:

Summarize overall purpose of the position.

Provides general administrative support to the Senior VP of Strategic Sourcing (Finance) and other Finance VPs.

 

ESSENTIAL FUNCTIONS:

List the core duties or tasks that are fundamental to the performance of the job.  Define purpose, function and the result to be accomplished.  Also, focus on frequency, time spent, etc.  List in order of importance. 

  • Perform administrative general office duties of a responsible and confidential nature, executing, with minimal direction, secretarial support at the highest level. Maintain a variety of complex records and files, including digital and hard copy files. 
  • Act as liaison between department managers and their staff in matters involving the SVP and other VPs including meetings, documentation, and activities requiring authorized action.
  • Take appropriate authorized action in the absence of the SVP to ensure that matters requiring attention are referred to and handled in a manner to minimize the effect of the absence. Handle projects as assigned, working independently with minimal supervision.
  • Produce letters, reports, bulletins, memoranda, presentations, speeches, rough drafts, verbal instructions and email, including material of a confidential nature. 
  • Coordinate executive travel, including ground transportation, hotel accommodations, itinerary planning, meeting coordination, and ensure office requirements and facilities at destination are arranged, if required.
  • Manage SVP/VP calendars working closely with other executive level admins to ensure efficient flow of information. Backup calendaring for other Finance Executives.
  • Process invoices and expense reports.  Receive and screen communications to the SVP/VPs including telephone calls and e-mail messages, recorded messages and/or provide assistance using independent judgment to determine what requires priority attention.
  • Interface with other Executive admins as necessary to ensure appropriate flow of information, meetings, and other activities as needed.

 

 

 

COMPETENCIES:

List 4-8 competencies for the position.

  • Communication
  • Planning and Organizing
  • Analysis and Judgment
  • Customer Support
  • Credibility and Trust
  • Results Orientation
  • Problem Solver

 

 

QUALIFICATIONS AND SPECIAL SKILLS REQUIRED:

List Education level, Years of Experience, Technical Knowledge, and/or Certifications required for the position.

  • Two to four years of proven experience working in a high energy, demanding, multi-tasking environment; experience providing administrative and logistical support to a top executive; experience with scheduling travel arrangements; financial reimbursements, communicating with senior level internal and external contacts; ability to shift priorities; superior organizational skills;
  • Communicate effectively with co-workers, senior level internal and external contacts and representatives of public and private organizations to exchange and convey information; maintain confidentiality of privileged information obtained in the course of work.
  • Organize own work, coordinating projects, setting priorities, meeting deadlines and following up on assignment with minimum direction.
  • Knowledge of principles and business letter writing and basic report preparation; grammar, spelling, punctuation and vocabulary; compose, independently or for moral instructions, correspondence with minimum direction.
  • Advanced skills in word processing, presentation, spreadsheet and other software, Microsoft Office, i.e. Visio, MS Word, Excel, PowerPoint
  • Knowledge of standard office administrative practices and procedures, including the use of standard office equipment.
  • Basic budgeting theories and principles; basic mathematical computations. Accounting and record keeping skills
  • Ability to use discretion in handling confidential information
  • Attention to detail and accuracy is critical
  • Telephone techniques and etiquette
  • Ability to work as a key team member with a diverse group of professional staff
  • Operate a keyboard at a corrected rate of 60 words per minute

 

 

PHYSICAL REQUIREMENTS/ADA:

Please include any additional physical requirements below the standard requirements (including any travel, lifting, pushing, or pulling)

Job requires ability to work in an office environment, primarily on a computer.

Requires sitting, standing, walking, hearing, talking on the telephone, attending in-person meetings, typing, and working with paper/files, etc.

Consistent timeliness and regular attendance.

Vision requirements: Ability to see information in print and/or electronically.

 

 

  • Apply with Adecco

Reference number US_EN_99_025101_489930