Executive Administrative Assistant to the CFO

$74,000 - $97,125/Yr

Ryan Specialty Group - Chicago, IL

Full-time - Entry Level

Chicago, IL

Insurance Carriers and Related Activities

About the position

Join Our Team as an Executive Administrative Assistant to the CFO! Are you a proactive, detail-oriented professional with a knack for organization and a passion for supporting top-level executives? We are looking for an exceptional Executive Administrative Assistant to join our dynamic team and provide unparalleled support to our Chief Financial Officer (CFO) and senior finance management team. In this role, you will be responsible for a variety of tasks that are essential to the smooth operation of the executive office. Your key responsibilities will include managing the CFO's calendar, coordinating meetings, and making travel arrangements to optimize time management. You will handle all incoming and outgoing communications with a high degree of professionalism and discretion, ensuring that the executive's office is well-organized and efficient. You will also be tasked with organizing and managing meetings, conferences, and events, which includes scheduling, preparing agendas, booking venues, arranging catering, and taking minutes. Maintaining and organizing both physical and electronic files and databases will be crucial to ensure easy access to information and efficient data management. Additionally, you will assist with special projects and initiatives by conducting research, gathering data, and providing administrative support as required. Your role will involve arranging corporate travel and meetings, developing detailed itineraries, and processing expense reports through the Expense Management system. You will need to prioritize tasks and manage deadlines effectively to ensure the timely completion of important tasks and prompt attention to urgent matters. Compliance is also a key aspect of your responsibilities, as you will maintain accurate records of expenses, invoices, and contracts, ensuring adherence to company policies and regulations. As a primary point of contact for internal and external stakeholders, you will represent the executive's office and handle inquiries and requests in a professional manner. Building and fostering positive relationships with stakeholders will be essential to facilitate effective communication and collaboration. This position requires a minimum of 5 years of experience in executive support, preferably within a CFO or finance organization. You should possess proficiency in MS Word, Excel, and PowerPoint, along with critical thinking, problem-solving, and multitasking abilities. Being detail-oriented, a flexible team player with a strong sense of confidentiality, and a willingness to adapt to changes and challenges are key attributes for success in this role. A Bachelor's degree is required, with a preference for Business Administration, Office Management, or related fields. If you are a dedicated professional with a commitment to excellence, we invite you to apply for this exciting opportunity!

Responsibilities

• Efficiently coordinate schedules, including meetings, appointments, and travel arrangements, to optimize time management.
• Manage all incoming and outgoing communications, including emails, letters, and phone calls, with a high degree of professionalism and discretion.
• Organize and manage meetings, conferences, and events, including scheduling, agenda preparation, venue booking, catering arrangements, and minute-taking.
• Maintain and organize both physical and electronic files and databases, ensuring easy access to information and efficient data management.
• Assist with special projects and initiatives by conducting research, gathering data, and providing administrative support as required.
• Arrange corporate travel and meetings, develop detailed itineraries, and process expense reports through the Expense Management system.
• Prioritize tasks and manage deadlines effectively to ensure the timely completion of important tasks and prompt attention to urgent matters.
• Maintain accurate records of expenses, invoices, and contracts, ensuring compliance with company policies and regulations.
• Serve as a primary point of contact for internal and external stakeholders, representing the executive's office and handling inquiries and requests in a professional manner.
• Foster positive relationships with stakeholders, both internal and external, to facilitate effective communication and collaboration.

Requirements

• Minimum of 5 years in executive support, preferably within a CFO or finance organization.
• Proficiency in MS Word, Excel, and PowerPoint.
• Critical thinking, problem-solving, and multitasking abilities.
• Detail-oriented, flexible team player with a strong sense of confidentiality.
• Bachelor's degree required; Business Administration, Office Management, or related fields preferred.

Benefits

• Opportunities for advancement
• Paid holidays
• Paid parental leave
• Paid time off