Career Opportunities >> Accounting & Finance Executive Assistant
Accounting & Finance Executive Assistant
Summary
Title:Accounting & Finance Executive Assistant
ID:2223
Job Type:Full-time/non-exempt (salaried)
Company:RDV Corporation
Description
The Opportunity
The Accounting & Finance Executive Assistant will provide executive level administrative support to the Vice President of Finance. This position will also provide administrative support to the Accounting, Finance, and Technology Services teams. 

Culture of Care
The Accounting and Finance teams at RDV Corporation have a culture of teamwork, innovation, critical thinking, and outstanding customer service. This is a supportive and challenging work environment with a close-knit team that likes to have fun both inside and outside of the workplace.

As an employee of RDV Corporation, you will experience a workplace that is founded on the respect and well-being of others – our employees, their families, and the families that we serve. Located in the heart of downtown Grand Rapids, we are a team of highly competent professionals who are gracious and trustworthy.

Duties and Responsibilities
  • Handle multiple priorities and deadlines with exemplary follow through and confidentiality.
  • Demonstrate professionalism and courtesy in representing the VP of Finance through interaction with top level executives, clients, business partners, consultants, and co-workers.
  • Schedule appointments and proactively manages outlook calendar; maintain and update electronic contacts; keep all incoming emails organized and filed in proper email folders, ensuring the VP of Finance follows up as necessary; set up conference calls and coordinate meeting arrangements; greet visitors; keep daily schedule on track; rearrange calendar and prioritize requests.
  • Work closely and effectively with the Vice President of Finance to keep her well informed of upcoming commitments and responsibilities, following up appropriately.  Acts as a “barometer,” having sense for the issues taking place in the environment and keeping her updated.
  • Assist with CRM management for client correspondence and create/maintain client files.
  • Create presentation materials for client and board meetings, including financial charts and graphs, flow charts, and power point presentations.
  • Create and manage tickler files for outstanding items from clients and business partners.
  • Assist with budget tracking and reporting.
  • Organize all aspects of travel arrangements; handle all logistics for the trip and create trip itineraries.  Coordinate travel with other executives and their assistants.  Complete expense reports.
  • Manage incoming telephone calls, electronic and paper mail, taking initiative to manage inquiries from inception to completion; provide information, follow through and author correspondence for review, and/or direct inquiries to proper team members.  Forward relevant correspondence and calls to the appropriate team member. 
  • Appropriately route all outgoing work and mail; follow through as appropriate.
  • Perform a variety of administrative functions: prepare correspondence, analysis, reports, memos and presentations; maintain existing and create new files; send faxes, letters, and emails on behalf of the VP of Finance.  At times attends meetings and takes minutes or types up meeting notes.
  • Coordinate Accounting and Technology Services Department meetings on a routine basis.  Create agendas and gather pertinent information from other managers.
  • Plan various Accounting and Technology Services department events.
  • Coordinate non-profit board representation and special events.  Review and respond to emails, calendar events, coordinate meetings, organize responsibilities.
  • Work with other administrative staff to assist in coordination of meetings and special projects.
  • Provide general support to the Accounting team.
  • Perform other miscellaneous projects and duties as requested.
Elements of Success
  • College degree or completion of a professional executive assistant training program.
  • Minimum of 7 years work experience in a professional corporate environment required.  With at least 3 years as an Executive Assistant.
  • Prior experience supporting a financial executive desirable.  Knowledge/experience in accounting, banking, legal and/or finance helpful.
  • Experience arranging corporate events.
  • Excellent verbal and written communications. 
  • Presentation of personal demeanor which is professional, credible, mature, courteous, and gracious.  Polished yet personal approach and style. 
  • Excellent organization skills with ability to initiate, prioritize, follow through on projects, work independently, and be self-directed. 
  • Works quickly and efficiently with calm demeanor.  Exudes confidence in ability to handle all situations and requests.  Uses discretion and sound judgment on when to handle directly and what items require executive input.  Consideration and poise to interrupt meetings and working sessions to prioritize executive demands.
  • Leads with a servant heart.  Demonstrates willingness and positive attitude consistent with top level customer service.
  • Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Internet research.
  • Ability to interface effectively with all levels of management, clients, vendors and co-workers in a highly professional manner; the highest level of confidentiality must be exercised at all times.

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