Executive Administrative Assistant

Job Description

Position Summary

The Executive Assistant to the CFO provides high‑impact administrative and operational support to the Chief Financial Officer and the (LIFT) organization, which encompasses Legal, Finance, and IT. This role is critical to the effective functioning of executive operations and supports a fast‑paced, high‑stakes environment requiring exceptional attention to detail, discretion, and responsiveness.

The ideal candidate thrives in dynamic settings, serves as a trusted partner to senior leadership, and brings a proactive, solutions‑oriented mindset. This role acts as the administrative backbone of the Office of the CFO, ensuring seamless coordination, communication, and execution across priorities.

Key Responsibilities

Executive and Administrative Support

• Prepare professional‑grade presentations and documents for senior leadership, demonstrating master‑level proficiency in Microsoft PowerPoint.
• Provide comprehensive administrative support to the CFO and LIFT leadership team, enabling efficient execution of daily operations and strategic initiatives.
• Manage complex, high‑volume calendars across multiple time zones, including prioritization, scheduling, and coordination of internal and external meetings.
• Coordinate sophisticated domestic and international travel arrangements, producing detailed itineraries, agendas, and logistics through Concur.
• Prepare, submit, and track expense reports in a timely and accurate manner.
• Draft, proofread, and edit confidential correspondence, reports, and executive materials.

Meeting, Office, and Logistics Coordinatio

• nSchedule conference rooms and manage logistics for executive meetings, board‑related sessions, and customer visits
• .Coordinate catering and on‑site meeting support, including breakfast, lunch, and refreshments as required
• .Willingness to travel to meeting locations (multi-day trips) for on-site support, on an as needed basis (travel is about 20%
• )Oversee document flow for items requiring signature or review by the Executive Leadership Team (ELT), Executive Coordinator, Site VP/GM, or CFO
• .Order, maintain, and organize office and administrative supplies

.
Executive Materials and Special Projec

• tsPrepare professional‑grade presentations and documents for senior leadership, demonstrating master‑level proficiency in Microsoft PowerPoin
• t.Support special projects and ad hoc initiatives for the CFO and LIFT leaders, including cross‑functional coordination where neede
• d.Ensure adherence to company policies, procedures, and all applicable PCI, cGMP, and GCP guideline

s.
Professional Standa

• rdsDemonstrate consistent attendance, punctuality, and reliability as an essential function of the ro
• le.Flex outside standard business hours as needed; this position is not a traditional Monday–Friday, 9‑to‑5 ro
• le.Perform other duties as assign

ed.Core Competenc

iesExecutive Organization & Prioritizat

• ionExpert management of complex executive calendars and shifting priorit
• iesAbility to triage, anticipate needs, and ensure proactive follow‑thro

ugh
Discretion & Confidentia

• lityTrusted with sensitive financial, legal, and IT informa
• tionExercises sound judgment when handling executive‑level communicat

ions
Communication Excel

• lenceClear, professional written and verbal communic
• ationConfident interaction with senior leaders, external partners, and stakeho

lders
Technical Profi

• ciencyMaster‑level proficiency: Microsoft PowerPoint and O
• utlookStrong proficiency: Microsoft Excel and Microsoft
• TeamsWorking proficiency with Zoom, SharePoint, Workday, dashboards, and digital wor

kflows
Problem Solving & Adapt

• abilityAnticipates challenges and resolves issues before esc
• alationMaintains composure and effectiveness in high‑pressure envir

onments
Global & Cross‑Functional A

• warenessEffective coordination across time zones and
• culturesSupports Legal, Finance, and IT leaders with awareness of functional

nuances
Executive

• PresenceRepresents the Offices of the CFO, CIO, and General Counsel with professionalism and cr
• edibilityDemonstrates resilience, flexibility, and accou

ntabilityWork En

• vironmentPrimarily office‑based or remote desk en
• vironmentNoise level typica

lly quietQuali

fication

• sRequiredExceptional Te
• am PlayerHands-on, positive personality with a “can-do”
• attitudeAssociate’s degree in a related field and/or 5 years of relevant e
• xperienceAdvanced computer skills, including expert use of PowerPoint, Excel an
• d OutlookFull professional proficiency in English (written an
• d verbal)Strong reasoning and problem‑solvi
• ng skillsAbility to work independently and collab
• orativelyProfessional demeanor and sound
• judgmentAdaptability to evolving priorities and env