Executive Assistant to the CFO

$70,000 - $80,000/Yr

The Recruiting Group - New York, NY

Full-time - Mid Level

Hybrid - New York, NY

Administrative and Support Services

About the position

The Executive Assistant to the CFO will play a crucial role in supporting the Treasury, Tax, and Finance Departments of a prominent New York City-based Real Estate Investment Firm. This firm specializes in distressed and contrarian investing, managing a diverse portfolio with over $4.0 billion in equity capital. The position is hybrid, requiring the Executive Assistant to work either three or four days in the office, depending on the week. The Executive Assistant will be responsible for ensuring compliance with internal protocols related to funding documentation, maintaining cash and wire payment logs, and confirming wire instructions with vendors. Additionally, the role involves assisting with tax compliance, managing document support for mailings, and ensuring that all financial records are accurately maintained and archived. In addition to these core responsibilities, the Executive Assistant will manage the calendar for the CFO and other department heads, coordinate travel arrangements, prepare expense reports, and assist in organizing office events. The ideal candidate will be an exceptionally organized self-starter with strong time-management skills, capable of handling multiple priorities and working effectively under pressure. Proficiency in Microsoft Office, particularly Excel, is essential for collating and managing data effectively. This position offers a competitive salary range of $70K-$80K, depending on experience, along with a bonus and comprehensive benefits package that includes free daily lunch and three weeks of paid vacation.

Responsibilities

• Support Treasury function by ensuring the company funding memo documentation process is compliant with all internal protocol
• Maintain all cash, wire payment, and funding logs in Microsoft Excel (daily as cash activity occurs)
• Confirm 100% of all new wire instructions are validated by verbal phone confirmation with appropriate vendors
• After all investment funding's obtain confirmation from all joint venture partners that all third parties have funded their capital call obligations
• Assist head of tax compliance with all tax payments and filings throughout the year
• Ensure tax remains coordinated with Treasury to make all quarterly tax payments
• Process and mail all tax returns that require physical mail with appropriate certified return receipts for all company related vehicles
• Manage all document support for proof of mailings
• Save down bank statements monthly as part of books and records support
• Track receipt of periodic financial statement reporting for all JV-level entities
• Save down all funding memos and other appropriate records in compliance with company's books and records policies and confirm all archived files have been shared with the Fund Administrator
• Calendar management - arrange meetings, calls, and video conferencing with platforms such as Zoom and Microsoft Teams for team members
• Coordinate travel requirements in accordance with company policies
• Prepare expense reports (Concur) for team members (primarily CFO)
• Coordination of office events, such as office lunch meetings and outings, as needed
• Work with third parties and JV venture partners to obtain supporting documentation
• Assist in special projects

Requirements

• 5+ years of applicable executive administrative support experience working in financial services, preferably with exposure to Treasury, Tax, or Finance functions
• Exceptionally well-organized self-starter with time-management skills and the ability to manage multiple priorities and work effectively under pressure
• Focused on the implementation and maintenance of defined process flows for the execution of critical tasks
• Proficient in Microsoft Office, particularly Word, Excel, and PowerPoint, to collate, manage, process and present data and information

Benefits

• 100% of the benefits are covered
• Free lunch daily
• 3 weeks paid vacation