Executive Assistant to CFO

ZIM - Virginia Beach, VA

Full-time - Executive

Virginia Beach, VA

1,001-5,000 employees

Construction of Buildings

About the position

The Executive Assistant to the CFO plays a crucial role in providing organizational and administrative support to the Chief Financial Officer (CFO) at ZIM. This position requires a self-motivated individual who can represent the CFO in all day-to-day activities, ensuring that all tasks are handled efficiently and effectively. The Executive Assistant will be responsible for managing confidential and time-sensitive materials, as well as organizing all meetings, social events, and conferences that the CFO requires. This includes coordinating all administrative aspects to ensure successful outcomes for these events. In addition to meeting organization, the Executive Assistant will manage the CFO's calendar and schedule, respond to calls, and advise on any conflicts or issues that may arise. They will ensure that all participants are well-prepared for meetings and that all relevant reports and data are ready for review. The role also involves preparing agendas, reserving facilities, and recording and transcribing minutes of meetings. The Executive Assistant will maintain an organized file system, manage travel schedules and reservations, and handle expense reports for the CFO. The position requires close collaboration with the CFO, managers, and supervisors to assist with special projects, analyze documentation, and review departmental results. The Executive Assistant will also be responsible for monitoring and supporting the performance of the Finance department, managing KPIs, and preparing presentations and reports for senior management. This role is essential in ensuring that the CFO can focus on strategic initiatives while the Executive Assistant handles the operational details.

Responsibilities

• Provide organizational and administrative support to the CFO.
• Organize all CFO meetings, social events, and conferences.
• Manage the CFO's calendar and schedule for all meetings and events.
• Prepare agendas, reserve facilities, and transcribe minutes of meetings.
• Maintain an organized file system and manage correspondence and contracts.
• Coordinate travel schedules and handle expense reports.
• Communicate effectively both orally and in writing, proofreading materials for the CFO.
• Manage tasks using a task management system, including follow-ups and reminders.
• Monitor and support the performance of the Finance department.
• Prepare presentations and reference materials for management meetings.

Requirements

• Proactive, energetic, and independent.
• Result-oriented with a quick response time.
• Proficient in MS-Office tools, including Excel, Word, and PowerPoint.
• Bachelor's Degree and at least 3 years of equivalent administrative experience working with higher management in a global or large company.
• Excellent interpersonal and communication skills, with the ability to build good working relationships with senior counterparts.
• High level of interpersonal skills to handle sensitive and confidential situations.

Benefits

• Health Insurance
• 401K matching
• Vacation & Paid Time Off
• Maternity & Paternity Leave