EXECUTIVE ASSISTANT BUSINESS OFFICE

SUMMARY

Reporting directly to the Chief Financial Officer (CFO) and working closely with the Vice President of Finance, the Executive Assistant provides high-level administrative and operational support to the Business Office at Opportunity Village. This position manages executive scheduling, meeting coordination, reporting, correspondence, and key operational functions while exercising significant discretion, independent judgment, and confidentiality.

Serving as a key liaison between executive leadership, internal departments, and external stakeholders, the Executive Assistant ensures effective communication, operational efficiency, and coordination of cross-functional initiatives in a fast-paced, mission-driven environment.

Embrace Opportunity Village's core values by cultivating positive and meaningful CONNECTIONS with participants and team members, demonstrating ENTHUSIASM, high standards of PRODUCTIVITY, authentic STEWARDSHIP, and consistent participation in individual and team DEVELOPMENT.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Report suspected Abuse, Neglect, Exploitation, Isolation, and Abandonment (ANEIA) immediately, as mandated by state law.
2. Manage scheduling, calendars, and priorities for the Chief Financial Officer and support scheduling needs for the Vice President of Finance, ensuring effective time management and alignment of executive priorities.
3. Coordinate and balance incoming requests, communications, and task flow between the CFO and Vice President of Finance to ensure appropriate prioritization and follow-through.
4. Manage the CFO’s professional memberships, including renewals, event registrations, certifications, and related documentation, ensuring timely payment of dues.
5. Screen and manage incoming calls, emails, and correspondence; respond or route inquiries on behalf of executive leadership as appropriate.
6. Prepare, edit, and format executive-level reports, presentations, and documents for internal and external distribution with a high degree of accuracy and confidentiality.
7. Support Finance and Audit Committee operations, including preparation and distribution of agendas, minutes, materials, and tracking follow-up actions.
8. Serve as the primary administrator for the organization's banking and financial institution platforms, including banking, investment, and treasury management systems. Responsibilities include user access administration, security permissions, account maintenance, coordination with financial institutions, and maintaining accurate documentation in support of internal controls and audit requirements.  
9. Organize and maintain contracts, invoices, and financial records in accordance with compliance, retention, and audit standards.
10. Support the CFO and Vice President of Finance in executing strategic initiatives and cross-functional projects involving finance, treasury, audit, and other departments, ensuring alignment on timelines, deliverables, and resources.
11. Manage Business Office operations, including procurement of supplies and maintenance of equipment inventories to ensure an efficient and organized workspace.
12. Coordinate meeting and office logistics, including scheduling, materials preparation, and AV/virtual setup for internal and external meetings.
13. Coordinate office facilities-related requests and partner with the Facilities team and building management to ensure maintenance and safety concerns are addressed appropriately.
14. Support onboarding of Business Office team members, including workspace setup, system access, and resource coordination.
15. Oversee travel arrangements for the CFO and Business Office team members, including itineraries, bookings, and expense compliance with organizational policies.
16. Support planning and execution of organizational events, including the annual Gala and related initiatives.
17. Maintain strict confidentiality and discretion in handling sensitive financial, personnel, and executive information.
18. Serve as a trusted point of contact for external stakeholders, ensuring accurate communication and appropriate discretion.
19. Maintain compliance with organizational policies, procedures, and applicable regulations.
20. Flexibility to work non-traditional hours, including evenings and weekends, in support of events and organizational needs.
21. Some travel to a variety of locations in the Las Vegas area and between Opportunity Village campuses.
22. Must be able to meet all requirements of OV vehicle policies and travel:

• Between worksite locations
• Within the community

1. May be assigned other duties as needed.

SUPERVISORY RESPONSIBILITIES

This position has no direct supervisory responsibilities but supports oversight and follow-up on departmental projects that impact multiple departments.

SKILLS REQUIRED

• Ability to communicate effectively with individuals, team members, and supervisors (verbal and written).
• Must possess social perceptiveness to assess and understand others’ reactions and behaviors.
• Ability to define problems and draw valid conclusions.
• Has a positive and enthusiastic outlook.
• Self-directed, with strong ability to work independently, and to set and adhere to deadlines.
• Exceptional attention to detail, particularly in drafting documents, reports, and financial records.
• Ability to set priorities, follow through to completion of tasks, work well under pressure, and maintain a high level of confidentiality.
• Strong organizational and time-management skills, with the ability to prioritize tasks and manage multiple deadlines effectively.
• Must encompass professional demeanor.

• Must possess basic math skills (addition, subtraction, and related calculations).
• Ability to read, analyze, and interpret written information and apply instructions independently with sound judgment and initiative.
• Ability to resolve multiple complex issues simultaneously while remaining calm in stressful situations.
• Ability to accept and apply performance-based feedback.
• Commitment to ongoing professional development, including training and certifications relevant to the role.

EDUCATION AND EXPERIENCE

• Required: Bachelor's degree in Business Administration, Finance, Accounting, or a related field and five (5) years of executive administrative support experience; or ten (10) years of equivalent executive administrative support experience in lieu of a degree.
• Required: Demonstrated proficiency in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.
• Required: Experience with accounting software and financial reporting tools.
• Preferred: Prior experience with Microsoft Dynamics 365 Business Central or similar enterprise resource planning (ERP) systems.
• Preferred: Experience supporting a Chief Financial Officer, Finance Committee, Board of Directors, or executive leadership team.
• Preferred: Experience in a nonprofit organization or similarly complex, mission-driven organization.

PHYSICAL ABILITIES & WORK ENVIRONMENT

The physical demands described below are those a team member must meet to perform the essential functions of the job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and functions of the position. The list below of minimum essential functions is illustrative only and does not constitute a comprehensive listing of all functions and tasks performed.

• Ability to lift up to forty-five (45) pounds.
• Ability to sit at a computer for prolonged periods of time.
• Ability to work in a typical office environment.
• Ability to conduct tasks and successfully perform under critical deadlines.
• Manual dexterity to operate office equipment and examine documents, records and files.