Job Description
Position Overview
The Executive Assistant serves as a strategic partner to the CFO, regularly and directly assisting executive decision-making and ensuring optimal functioning of the Finance Department and organization, including its affiliates. The position acts as a primary contact on most matters involving the CFO and is autonomously responsible for highly responsible, confidential, and sensitive work that directly impacts financial and operational outcomes.
The Executive Assistant must be able to make time-sensitive decisions independently and with a sense of urgency, manage complex administrative and operational functions with an eye for detail, and act with confidence in matters of financial operations and management. The position routinely exercises discretion and independent judgment while engaging with internal leaders and third-party stakeholders on the CFO’s behalf.
Key Responsibilities
Communication Management
Triage communications, both incoming and outgoing
Draft correspondence, make calls, and handle inquiries, on behalf of the CFO, exercising discretion and independent judgment with minimal or no oversight
On behalf of the CFO, independently evaluate, prioritize, and resolve the most critical communication needs and issues, and escalating them if appropriate
Schedule and Itinerary Management
Manage the CFO’s schedule, both in-person and virtual, including appointments, meetings, and events, to align executive time with organizational priorities
Arrange travel, including booking flights, ensuring accommodations, and creating itineraries, and proactively assess and adjust travel and meeting plans to minimize disruption to key financial and operational activities
Stakeholder Liaison
Serve as a bridge between the CFO and stakeholders, both internal and external
Maintain strong, professional relationships with internal and external partners
Independently identify and address issues raised by stakeholders that have potential financial or operational impact, and recommend solutions or next steps to the CFO
Ensure timely responses to urgent questions, exercising discretion and independent judgment, including responding on the CFO’s behalf
Represent the organization in meetings in which the CFO cannot be present
Support other Finance personnel in communicating with external stakeholders
Financial Reporting
Manage and maintain accurate, confidential financial records with the highest level of discretion and security
Contribute to the preparation of budgets, forecasts, and audits by gathering, organizing, and reviewing financial information, and by utilizing discretion and independent judgment to identify variances or issues for the CFO’s review
Administrative Organization
Maintain and refine internal business and administrative workflows to improve efficiency, accuracy, and compliance with financial and organizational requirements
Ensure accessibility of important records, including contracts and emails, through thorough organization
Project Management
Independently manage special projects of financial or operational significance by coordinating resources, setting timelines, monitoring progress, and synthesizing findings and recommendations for the CFO
General Finance Department Support
Provide guidance and direction to Finance Department staff on priorities, processes, and deliverables, as delegated by the CFO, to ensure optimal business function
Oversee the coordination and provision of documentation for internal and external audits, ensuring completeness, accuracy, and timely submission
Consistently meet all assigned goals and proactively identify improvements to department effectiveness and outcomes
Comply with all contracts, funder requirements, and organizational policies and procedures
Represent KCI/City Net in a professional manner
Perform other job-related duties as assigned
Qualifications
5-7 years of highly relevant experience
Completion of postsecondary education (bachelor’s degree preferred; in lieu of a degree, a minimum of 6 years’ progressively responsible experience in a non-profit Finance and/or Business department in a similar capacity)
Working knowledge of bookkeeping, financial processes, and regulations for a non-profit Finance and/or Business department
Confident and efficient skills in MS 365 Suite (Outlook, Excel, SharePoint, etc.)
Proficiency with payroll software (e.g., Paycor, UKG, etc.), expense reporting software (e.g., Expensify, RAMP, etc.), and similar computer applications
Excellent verbal and written communication skills
Employer Entity: Kingdom Causes, Inc (KCI)
Job Type: Regular, Full-time, Salary
Status: Exempt
Expected Hours and Place of Work: The incumbent works full-time from an approved Company office or remote work location, as outlined in the Organization’s Remote Work Policy and Procedures, according to requirements set by the CFO. The schedule may occasionally require work beyond standard hours, including evenings and weekends, to meet business needs. Local travel may be required from time to time.
