Executive Assistant

 

 

Job Title: Finance Executive Assistant         Department: Finance

Reports to: CFO                  Date: 04/20/2026

FLSA Classification: Exempt Job Grade:

 

Summary:

This position provides high-level, strategic administrative support to the CFO, ensuring seamless day-to-day operations and enabling focus on organizational priorities and long-term strategies. The Finance Executive Assistant acts as a trusted partner, exercising sound judgment, discretion, and confidentiality while managing complex schedules, communications, and key initiatives in a fast-paced environment.

The position requires exceptional organizational skills, proactive problem-solving, and the ability to manage multiple priorities simultaneously. Serving as a central liaison between the CFO and internal and external stakeholders, the Finance Executive Assistant plays a critical role in maintaining productivity, supporting informed decision-making, and facilitating effective communication across the organization. This position also provides supplementary assistance to the Finance Department.

Essential Functions:

• Manage and maintain the CFO and Assistant CFO’s calendar, including scheduling meetings, travel arrangements, and event coordination.
• Prepare agendas, presentations, briefing materials, and documentation for meetings.
• Draft and edit correspondence, reports, and other official documents.
• Screen, prioritize, and manage communications (emails, calls) with discretion and professionalism.
• Act as the primary point of contact and liaison between the CFO/Assistant CFO and internal teams, board members, and external partners.
• Ensure compliance with company policies and procedures.
• Anticipate needs and proactively propose solutions to optimize time and resources.
• Coordinate and follow up on strategic initiatives and special projects as assigned.
• Prepare and process expense reports for the CFO and Assistant CFO.
• Maintain control of petty cash for the Finance Department and make disbursements as required.
• Deliver monthly petty cash documentation to each department.
• Responsible for organizing and conducting the process of sending the quarterly financial statements to the bondholders.
• Diligently and confidentially process vendor creation information in the company’s ERP system.
• Handle sensitive information with the highest level of confidentiality and professionalism.
• Execute any other duties assigned by the CFO and/or Assistant CFO.

 

Qualification Requirements:

 

• Bachelor’s degree in Business Administration, Communications, or related field preferred.
• Minimum 5+ years of experience supporting C-level executives or senior leadership.
• Experience in a mid-sized organization (300–500 employees) preferred.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite and productivity and collaboration tools (Teams, Zoom, etc.).
• Ability to work independently and exercise sound judgment.
• Experience coordinating media and public relations matters.

 

Required Skills/Abilities:

• Discretion, professionalism, and ability to handle confidential information.
• Proactivity and capacity to anticipate needs.
• High attention to detail and accuracy.
• Exceptional organizational skills.
• Ability to anticipate needs and proactively solve problems.
• Clear and effective communication (oral and written).
• Strong interpersonal skills and emotional intelligence.

• Strong skills in Executive Administrative Assistance and general Administrative Assistance

• Proficiency in preparing and managing Expense Reports and supporting executive-level operational needs Exceptional Communication skills, both written and verbal, essential for correspondence and interaction with internal and external stakeholders
• Experience in Executive Support, including calendar management and scheduling
• Ability to maintain discretion, professionalism, and confidentiality in all tasks
• Strong organizational skills and the ability to handle multiple priorities

• Language skills in Spanish and English. Ability to read and understand simple instructions, correspondence and memos, write correspondence and make basic presentations to a group of clients or employees.
• Ability to work under indirect supervision.

Compensable Factors:

• Routine duties and responsibilities requiring the use of various procedures and applications to clarify standard practices, also requiring making minor decisions and the use of some judgment about the way the work must be performed.
• This position receives general supervision.
• Subsequent operations generally detect likely errors or quality of work problems and these are generally limited to one department or phase of the organization’s activities. Some of the work is verified or checked. Correcting work may entail that others may have to check it again.
• Continuous contact with all departments, providing or obtaining information or reports; Contact outside of the organization to obtain information or documents related to routine administrative issues for which basic levels of courtesy and tactfulness are required.
• Work entails handling confidential information. Inappropriate handling of confidential information could have an impact on the organization.
• Normal mental and visual attention, most part of the time that requires coordination of skills and manual normal attention for sustained periods of time, requires alertness or performance of ongoing activities.
• Remote likelihood of employee accidents or injuries. Could get superficial and insignificant cuts and scratches that would only require use of disinfectant and simple bandages. Employee would return immediately to work area.
• Normal office environment. Occasionally exposed to elements such as noise, dust and odors. Evening, holiday or weekend work may be required.
• This position does not have supervisory responsibilities.
• This position does not require supervision of personnel.

Physical efforts and demands:
Lifting objects		Percentage of time working in confined areas or uncomfortable positions		Physical body positions in the job
Weight in pounds	% of time			Position	% of time
None, up to 5	95	None, up to 10%	100	Seated	80
Over 5, up to 20	5	Over 10%, up to 25%		Standing	10
Over 20, up to 40		Over 25%, up to 45%		Walking	10
Over 40, up to 50		Over 45%, up to 55%		Running
Over 50, up to 65		Over 55%, up to 65%		Bended
Over 65		Over 65% of time		Seating or squatting	10
Pulling or pushing objects		Exposition to environmental conditions hazardous, toxic materials or products		Carrying materials or objects
Weight in pounds	% of time	Type of exposition	% of time	Weight in pounds	% of time
None, up to 5	95			None, up to 5	95
Over 5, up to 20	5	Environmental conditions		Over 5, up to 20	5
Over 20, up, to 40		Hazardous materials		Over 20, up to 40
Over 40, up to 50		Hazardous products		Over 40, up to 50
Over 50, up to 65				Over 50, up to 65
Over 65				Over 65

 

Disclaimer Statement:

This description is based on management assessment of the requirements and functions of the job as of the date this description was prepared. The information included in this job description is not intended and should not be constructed as an exhaustive listing of activities, duties, and responsibilities, or of any other compensable factors associated with the job herein described. It is intended to be a general broad description of the requirements to perform the job. Management may modify and update it periodically at the company's discretion and according to business needs and demands.

 

Signatures

This job description has been approved by:

 

Manager______________________________________ Date ________________

 

HR__________________________________________ Date _________________

 

The employee signature below indicates the employee's understanding of the requirements, essential functions, and duties of the position.

 

Employee______________________________________ Date__________________