Executive Assistant - Finance
Position Overview:
As an Executive Assistant within the Finance organization, you will support 3 VP+ across Finance, directly reporting to the SVP, Experiences FP&A acting as a trusted partner with the leadership team, operating beyond traditional administrative duties. You will understand our business operations to facilitate Finance activities—driving cross-functional coordination, ensuring organizational alignment, and proactively supporting the rhythms of the assigned leaders and their functions.
Responsibilities:
Process Optimization & Digital Transformation: Continuously evaluate, understand, and enhance operational workflows and administrative processes through the adoption of modern technology, including productivity apps, Large Language Models (LLMs)/AI tools, and automation to drive efficiency.
Strategic Calendar & Priorities Management: Partner with leaders and contacts to strategically align and optimize complex calendars. Proactively resolve conflicts and ensure executives are fully briefed and prepared with necessary materials ahead of all engagements.
Operating Rhythm & Project Tracking: Manage the operating rhythm for Finance leadership, including organizing staff meetings, business reviews, and planning cycles. Track action items and key Finance deliverables for momentum.
Travel Logistics & Continuity: Manage domestic and international travel logistics for supported leaders, creating seamless itineraries and contingency plans aligned with shifting business schedules.
Expense & Budget Support: Manage and track expenses, reimbursements, and invoices. Support purchase requisitions and vendor coordination according to financial compliance standards.
Information Flow & Mail Governance: Review and filter incoming correspondence and data, applying sharp business judgment to flag time-sensitive actions (e.g., compliance filings, audit responses) and routing them to the correct stakeholders.
Subsidiary Board Support: Assist with EA subsidiary board governance processes, including coordinating e-signatures for board approvals, maintaining documentation, and supporting the preparation and distribution of board minutes.
Cross-Functional Collaboration: Act as a liaison across Finance, EA partners, and cross-functional teams to ensure alignment and smooth execution of priorities.
Event & Meeting Logistics: Coordinate the execution of logistics for FP&A and broader Finance team events, promoting a connected and collaborative team culture.
Finance Workplace Operations: Partner with IT, Facilities, and Workplace teams to optimize the day-to-day hybrid and in-office experience for supported leaders and the broader Finance teams.
EA Community Leadership: Actively engage with the internal Executive Assistant (EA) community to share best practices, coordinate coverage, and champion a continuous learning and team culture.
Qualifications & Skills:
5+ years of experience supporting senior executives (VP/SVP level) in a corporate global matrixed environment.
Experienced supporting multiple executives and managing competing priorities effectively.
Highly organized with strong attention to detail and a proactive, solutions-oriented mindset.
Experienced with handling sensitive information with discretion and professionalism.
Experienced communicating verbally and in written format with executives, stakeholders at all levels, and with internal and external contacts.
Experience with complex travel coordination, expense management, and event planning.
Proficiency in digital workplace tools (Microsoft Office, Google Workspace), expense management platforms, and an appetite for leveraging AI/LLM tools and productivity applications