Datasite - New York, NY
posted 3 months ago
Datasite is where deals are made. We provide the data rooms and SaaS technology used in M&A and other high-value transactions, to deliver projects in more than 170 countries. Carrying that success into the future is all about you. Your useful skills, your unusual experience, your unique ideas. Everyone here brings something unexpected. What's yours? Invest your talents in us, and we'll return the compliment. The Executive Assistant (EA) directly supports the CFO and plays a key coordination role in the daily activities of the Finance Executive Leadership team (FLT). The EA closely collaborates with each department (e.g. FP&A, Accounting, Sourcing, Tax, Audit, Financial systems) and assists with planning and managing organization-wide projects. The ideal candidate has a pleasant demeanor, strong respect for confidentiality, a collaborative spirit, and a customer-service oriented attitude. Essential skills include excellent project management competencies, strong verbal communications and proofreading skills, database and technological savvy, a love of multitasking, and the ability to maintain calm under pressure. The EA is responsible for the following day-to-day activities, among others: Administrative Management, providing support to the CFO & Global Finance Leadership team in all administrative needs, including managing key functions such as scheduling appointments, calendar management, coordinating travel arrangements, expense reporting, and secure e-filing. The EA ensures the CFO is prepared for and has all necessary information and documents to support all appointments and upcoming deadlines, drafts and distributes correspondence to business partners, and ensures a conflict-free calendar while allowing travel time to/from meetings. Additionally, the EA arranges travel for the CFO and other Finance team leaders and prepares expense reports in a timely manner according to current policies and procedures. The EA also prepares agenda items, reports, presentations, and other documents often of a highly sensitive and confidential nature, provides excellent customer service to both internal and external clients, demonstrates initiative, identifies problems and solutions before they move to the CFO, and supports the Facilities function for the NYC office. The EA will also coordinate with the Board of Directors & Ownership, providing finance support to the Board of the Directors, the Executive and Governance Committees, and other governing bodies. This includes managing calendars and scheduling for board and committee meetings and other activities, preparing finance board and committee agendas and meeting materials, and providing logistical support ahead of, during, and after each meeting. Furthermore, the EA will support Finance Projects by providing support and coordination for global auditor and accounting service provider quarterly updates and status meetings, coordinating team building events and department culture activities, assisting and supporting employee development, onboarding, and mentorships, and managing, leading, and supporting coordination efforts for projects within the Global Finance team.