Executive Administrative Assistant To Chief Financial Officer

Fahe is building the American Dream. Join our growing team working to increase opportunity and investment in our underserved communities! Our unique collaborative model connects a Network of local, regional, and national leaders, all working together to ensure no community is left behind. Since our inception in 1980, the Fahe Network has served 687,183 people, made $1.05 billion in direct investments, and achieved a total cumulative financial impact of over 1.6 billion dollars in Appalachia.
Job Summary
This position is responsible for serving as the Executive Assistant to the Chief Financial Officer. The Executive Assistant is responsible for understanding and balancing the commitments of the Chief Financial Officer to be achieved through prioritization and project management, to be a representative of the Chief Financial Officer, and to provide thoughtful perspective through observations, recommendations and feedback to the Chief Financial Officer in their leadership to the organization. Additionally, responsibilities include a variety of administrative tasks, including managing multiple email accounts and calendars, scheduling appointments, planning meetings, and managing projects on behalf of the Chief Financial Officer. The focus of this role is not administrative; it is a highly strategic and facilitative position that requires a combination of focus and flexibility, as well as a willingness to play an active, behind-the-scenes role. As a trusted part of the Chief Finance Officer’s team, the role requires a highly resourceful individual with strong emotional intelligence, self-motivation, and strong analytical skills.
Essential Duties And Functions

• Prepares monthly expense report and credit card statement for Chief Officer and as needed for the Chief Officer’s Office, ensuring the processing of invoices is timely and accurate; Ensure all receipts are accounted for, charges are coded correctly, expenses approved and submitted in a timely manner.
• Process appropriate invoices for payment, submit to appropriate budget manager for approval.
• Prepares Chief Officer for all speaking engagements through collaborating with the Chief Officer to develop messaging and content, speech writing, and presentations via video/PowerPoint, drafting prep documents such as 1 pager, and keeping up to date headshots and bio of the Chief Officer.
• Prepare communications for the Chief Officer’s Office including but not limited to: Compose and type regular correspondence (i.e. invitations, requests for information, and informative materials), Creation of Excel spreadsheets, and Creation of PowerPoint presentations.
• Organize management of department level goals overseen by Chief Officer through prioritizing, assisting in goal setting, project management, and facilitation.
• Exercise discretion and independent judgment in all project work with special regard to strategic vision of the organization, organizational priorities, and goals.
• Prepares for and facilitates critical meetings required by the Chief Officer; accountable to ensure that the meeting objectives are realistic, that preparation is appropriate, and ensures the Chief Officer is prepared for all upcoming meetings as either a leader or participant by collaborating to prepare talking points, gather materials, preparing agendas.
• Assist in planning and preparing meetings, provide hospitality for meetings as needed, and take detailed notes/minutes.
• Decision maker for meeting logistics (audio visual, room set up, special accommodations, etc.) for events coordinated by the department, including, but not limited to: on-site and off-site meetings, conferences, and presentations.
• Assists in the management of the Chief Officer’s Team, by facilitating meetings and discussion, setting agendas, and tracking and prioritizing group goals and projects.
• To provide observations, recommendations and feedback to the Chief Officer in regards to strategic direction, vision, facilitation, operations, leadership, etc. for work at levels including staff, management, vice president, and executive office.
• Serve as main point of contact for documents that need to be signed by Chief Officer.
• To act as a representative of Chief Officer in meetings they are unable to attend by providing debriefs to the Chief Officer and to report back to meeting attendees with feedback from the Chief Officer.
• Participate in planning organizationally planned and external events to help insure that the Chief Officer is completing necessary tasks for meeting success. Additionally, provide support as needed for development of content, event planning, logistics, technical support, etc.
• Proactively identify issues that could impact the successful execution of the Chief Officer’s commitments.
• Provide administrative assistance to the Chief Officer Includes but not limited to: Sorting email, responding when appropriate; compiling requests for time, and working to determine priority of workflow; responding back to requests for time on behalf of the team; arranging travel; taking notes for; produce printed copies of documents that are needed
• Answer phone calls, provide information to callers or connect callers to appropriate people.
• Oversees departmental budget ensuring accuracy of monthly projections and provides information to the Chief Officer’s Office in regard to availability of funds, etc.
• Prepares departmental budget for upcoming fiscal year, to be approved by the Chief Officer, in conjunction with yearly review and planning process.
• Conducts research and pulls desired reports/information/documentation. As requested by Chief Officer.
• Provide administrative assistance to the Chief Officer through management of organizational projects, to include interpretation and determination of most efficient process for external document and information requests.
• Keeps track of and works with the Chief Officer to set priority of work daily to include the entirety of their scope of work from email responses, long term projects, to yearly operational goals, to ensure timely completion of all responsibilities and successfully meet the visions set by the Chief Officer.

Requirements For This Position Include
Advanced Administrative Duties, Advanced understanding of office equipment, Advanced rules of grammar and business writing, Intermediate understanding of mathematic principles, Computer skills including MS Office, Collect/Analyze/Evaluate Data, Problem Solving, Time Management, Organizational skills, Ability to prepare reports, Prioritize multiple projects, Advanced Excel Skills.
Creativity, Writing Skills, Adaptability, Present ideas effectively, handles confidential information
Dealing with a diverse group of external and internal contacts at all levels, Interpersonal Skills, Active Listener, Strategic Thinker, Effective Communicator, Social Perceptiveness, Service oriented, Professional Demeanor, teamwork, ability to work independently.
Preferred Education And Experience
Bachelor’s Degree preferred or 2-3 years of experience in related field.
For the past six years, our staff nominated Fahe as one of the top 100 Best Places to Work in Kentucky. Fahe is an Equal Opportunity Employer seeking applicants who can bring diverse viewpoints, experience, talents, and culture to promote our organization’s mission of building the American Dream. We offer a diverse work environment with competitive salaries and excellent benefits. Visit www.fahe.org to learn more about Fahe.