Hughes & Coleman
Administration - Senior Support Assistant to the CFO
Hughes & Coleman, Bowling Green, Kentucky, United States, 42103
Description
Job Summary:
The Senior Support Assistant provides the highest-level administrative support to the Chief Financial Officer. The Senior Support Assistant maintains confidential information, while performing a myriad of tasks including scheduling, financial reporting, travel management, and accounting functions that allows the CFO to focus on decision-making and higher-level responsibilities. Leadership Responsibilities: Demonstrates personal accountability Contributes towards the success of others Upholds the Firm's Core Values: We Care, Humble Excellence, Collaborative Attitude, Challenge Acceptance No direct supervision responsibilities Essential Duties/Responsibilities:
Executive Support
Manages the CFO's calendar, schedule meetings, and prioritize conflicting appointments to ensure efficient time management. Manages M&L Conference as directed. Manages Finance Group meetings as directed. Provides cross-functional support to the finance team as needed. Assists in organizing corporate events or meetings that require financial or administrative coordination. Prepares agendas, take meeting notes, and follow up on action items from executive meetings. Receives incoming communication or memos on behalf of senior staff, reviews content, determines importance, and summarizes and/or distributes contents to appropriate staff. Exercises considerable confidentiality, discretion and independent judgment and is capable of analyzing complex information requests and determining complex trends, with limited supervision
Travel Management
Arranges domestic and international travel for the CFO, including flight bookings, accommodations, transportation, and itineraries. Ensures all travel plans align with the CFO's schedule and preferences, optimizing time and cost efficiency. Processes travel-related expenses and ensure proper documentation and reconciliation.
Financial Reporting & Accounting Support
Assists in preparing and reviewing financial reports, including monthly, quarterly, and annual reports. Researches, collects, organizes, and prepares analyses/reports (e.g., data, budget) and compiles financial data for reporting and audits. Helps ensure timely submission of financial documents and tax filings. Assists in basic accounting tasks such as invoice processing, accounts payable/receivable, and expense tracking. Supports the CFO in analyzing financial performance and provide necessary reports for decision-making.
General Administrative Support
Maintains and organizes financial and accounting files, both physical and digital, ensuring easy access and compliance with company policies. Runs errands for the CFO, such as picking up items, managing deliveries, and handling time-sensitive tasks. Manages shopping and supply needs for the office and executive, including making purchases and arranging deliveries. Prepares and reviews financial spreadsheets, presentations, and other documents as requested. Handles correspondence, phone calls, and emails on behalf of the CFO.
Required Skills/Abilities:
Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software Able to type minimum of 50 words per minute Excellent written and verbal communication skills Strong attention to detail, accuracy and deadlines Ability to efficiently manage multiple projects Excellent organizational skills and attention to detail Excellent time management skills with a proven ability to meet deadlines Ability to function well in a high-paced and at times stressful environment Extensive knowledge of office administration, clerical procedures, and recordkeeping systems Requirements
Education and Experience:
Minimum 3 years of experience in administrative support, with a focus on finance or accounting-related tasks. Experience supporting senior executives is a must. Bachelor's Degree in Business Administration, Finance, Accounting, or a related field Physical Demands, Work Environment, and Other Requirements: Valid Driver's License, favorable driving record Prolonged periods sitting at a desk and working on a computer. Must be able to lift up to 10 pounds performing general office work
The above statements describe the general nature and level of work performed by team members assigned to this job, with or without reasonable accommodation. These statements are not intended to be an exhaustive list of all responsibilities, duties, qualifications, or working conditions.
Job Summary:
The Senior Support Assistant provides the highest-level administrative support to the Chief Financial Officer. The Senior Support Assistant maintains confidential information, while performing a myriad of tasks including scheduling, financial reporting, travel management, and accounting functions that allows the CFO to focus on decision-making and higher-level responsibilities. Leadership Responsibilities: Demonstrates personal accountability Contributes towards the success of others Upholds the Firm's Core Values: We Care, Humble Excellence, Collaborative Attitude, Challenge Acceptance No direct supervision responsibilities Essential Duties/Responsibilities:
Executive Support
Manages the CFO's calendar, schedule meetings, and prioritize conflicting appointments to ensure efficient time management. Manages M&L Conference as directed. Manages Finance Group meetings as directed. Provides cross-functional support to the finance team as needed. Assists in organizing corporate events or meetings that require financial or administrative coordination. Prepares agendas, take meeting notes, and follow up on action items from executive meetings. Receives incoming communication or memos on behalf of senior staff, reviews content, determines importance, and summarizes and/or distributes contents to appropriate staff. Exercises considerable confidentiality, discretion and independent judgment and is capable of analyzing complex information requests and determining complex trends, with limited supervision
Travel Management
Arranges domestic and international travel for the CFO, including flight bookings, accommodations, transportation, and itineraries. Ensures all travel plans align with the CFO's schedule and preferences, optimizing time and cost efficiency. Processes travel-related expenses and ensure proper documentation and reconciliation.
Financial Reporting & Accounting Support
Assists in preparing and reviewing financial reports, including monthly, quarterly, and annual reports. Researches, collects, organizes, and prepares analyses/reports (e.g., data, budget) and compiles financial data for reporting and audits. Helps ensure timely submission of financial documents and tax filings. Assists in basic accounting tasks such as invoice processing, accounts payable/receivable, and expense tracking. Supports the CFO in analyzing financial performance and provide necessary reports for decision-making.
General Administrative Support
Maintains and organizes financial and accounting files, both physical and digital, ensuring easy access and compliance with company policies. Runs errands for the CFO, such as picking up items, managing deliveries, and handling time-sensitive tasks. Manages shopping and supply needs for the office and executive, including making purchases and arranging deliveries. Prepares and reviews financial spreadsheets, presentations, and other documents as requested. Handles correspondence, phone calls, and emails on behalf of the CFO.
Required Skills/Abilities:
Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software Able to type minimum of 50 words per minute Excellent written and verbal communication skills Strong attention to detail, accuracy and deadlines Ability to efficiently manage multiple projects Excellent organizational skills and attention to detail Excellent time management skills with a proven ability to meet deadlines Ability to function well in a high-paced and at times stressful environment Extensive knowledge of office administration, clerical procedures, and recordkeeping systems Requirements
Education and Experience:
Minimum 3 years of experience in administrative support, with a focus on finance or accounting-related tasks. Experience supporting senior executives is a must. Bachelor's Degree in Business Administration, Finance, Accounting, or a related field Physical Demands, Work Environment, and Other Requirements: Valid Driver's License, favorable driving record Prolonged periods sitting at a desk and working on a computer. Must be able to lift up to 10 pounds performing general office work
The above statements describe the general nature and level of work performed by team members assigned to this job, with or without reasonable accommodation. These statements are not intended to be an exhaustive list of all responsibilities, duties, qualifications, or working conditions.