Executive Assistant - Finance

The Executive Assistant provides high-level administrative and organizational support to the Director of Finance/Chief Financial Officer (CFO) and four Finance Division Managers. This position is responsible for managing complex scheduling, coordinating with internal departments on council agenda items, handling administrative processes, reconciling departmental expenses, and ensuring smooth operations of the Finance Department. The Executive Assistant must be detail-oriented, adaptable to shifting priorities, and able to thrive in a fast-paced environment while maintaining a team-oriented approach.

• Manage and coordinate calendars, schedules, and meeting logistics for the Director of Finance/CFO and Finance Division Managers.
• Coordinate preparation and routing of agenda items, presentations, and supporting documents for City Council and committee meetings.
• Assist with requisitions, purchase orders, and other financial system entries as assigned.
• Reconcile travel expenses, purchase card transactions, and department expense reports in compliance with City policies.
• Prepare correspondence, reports, meeting minutes, and other administrative documents with accuracy and professionalism.
• Serve as a liaison between the Finance Department and other City departments, external agencies, vendors, and the public.
• Track and follow up on critical tasks, deadlines, and action items to ensure timely completion.
• Maintain organized filing systems, both electronic and physical, for departmental records and documents.
• Support departmental projects and initiatives by assisting with research, scheduling, and logistics.
• Provide general administrative support to the Finance Department as needed.

Required Knowledge, Skills, and Abilities

• Strong organizational and time-management skills; ability to manage multiple priorities with accuracy and attention to detail.
• Excellent interpersonal and communication skills, with the ability to work effectively across all levels of the organization.
• High level of discretion and confidentiality in handling sensitive information.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and ability to learn City financial and workflow systems.
• Ability to work effectively with an executive leader with ADHD, including maintaining structure, reminders, and prioritization tools.
• Strong teamwork orientation, with the flexibility to support multiple managers and shifting department needs.
• Ability to handle frequent interruptions and reprioritize tasks while maintaining composure and productivity.

• Work is performed primarily in a standard office environment.

• High school diploma or GED required; Associate’s degree or higher preferred.
• Minimum three (3) years of progressively responsible administrative support experience; experience supporting executive or department-level leadership preferred.
• Experience with financial systems, expense reconciliation, or municipal government processes desirable.

Core Competencies

• Organization and Attention to Detail
• Confidentiality and Professionalism
• Adaptability and Flexibility
• Communication and Collaboration
• Initiative and Follow-through