Finance Team Assistant

Description:

Primary Responsibilities

• Assembles Board and/or Committee materials - finalizes documents and posts to appropriate locations adhering to the processes and deadlines set by the Executive Office.
• Gathers data necessary to complete incoming audit confirmation requests and coordinates/tracks submission.
• Prepares outgoing confirmation requests for annual audit engagement as requested.
• Prepares mailings and shipments of materials, including certified mailings and tracking of tax related documents; opens and distributes department mail in a timely manner.
• Prepares correspondence, proofreads materials, drafts letters, creates charts and excel spreadsheets, creates PowerPoint presentations, and manages contacts and distribution lists.
• Processes department expenses, prepares expense reports, codes items appropriately and resolves discrepancies.
• Acts as a backup to perform callbacks on new and updated vendor banking information.
• Serves as a point of contact to internal stakeholders relating to department specific systems, documents and information for the team.
• Responds to or distributes initial email and verbal general inquiries for assigned team members as needed.
• Schedules internal and external meetings, coordinates calendars, organizes event logistics, assembles meeting materials, confirms appointments for the department and visitors to the foundation.
• Coordinates business travel and Outlook itineraries for team members as assigned. Proactively gathers conference agendas and materials.
• Researches, assembles and tracks various department information and data accurately.
• Files and manages documents (including scanning and directory management) as needed.
• Completes internal forms for consulting contracts and monitors the process, providing updates to team members as needed.
• Stamps checks for deposit.

Qualifications

• High school diploma required. Associates degree, including course work in business administration and communications, office management or related areas preferred.
• Three years of professional administrative office experience, five years’ experience is preferred.
• Excellent proofreading skills required.
• Proven experience with advanced features of Microsoft Word, Microsoft Excel, PowerPoint, Outlook and Adobe.
• Demonstrated comfort learning new software tools and a willingness to be trained in software such as Concur, Contract PodAI, Docusign, Zoom, Smartdraw and other software essential to accomplishing the work of this position.
• Demonstrated high work quality, accuracy and attention to detail.
• Proven ability to multi-task, establish priorities and organize efficiently.
• Proven ability to manage to deadlines.
• Highly collaborative approach to working in a team-based environment.
• Strong interpersonal and communication skills necessary to interact as a team member and with Foundation colleagues.