Executive Assistant
Trusted Fraternal Life · Milwaukee, WI
Role Summary
The purpose of this position is to provide administrative support to the CFO and COO and Corporate Board Secretary. The Executive Assistant reports directly to the CFO, with a dotted line reporting relationship to the COO and Corporate Board Secretary.
The Executive Assistant coordinates/assists with projects and tasks assigned by the CFO and COO in support of the Finance and Operations departments. Together with the Corporate Board Secretary, he/she is tasked with the coordination of agendas, materials and accommodations for all Board of Directors meetings and events.
Responsibilities
• Manages the CFO’s and COO’s calendar, travel, meetings, and expense reports.
• Serves as the primary liaison between the CFO and COO and internal/external stakeholders.
• Assists with the payment of departmental invoices and prepares actual vs. budget analyses.
• Attends Board and AFI Committee meetings and prepares agenda and meeting minutes.
• Coordinates Board and Committee meeting logistics and materials collection and posting of materials to the Board Portal.
• Manages and maintains the Board Portal.
• Assists with the preparation of recurring PowerPoint presentations.
• Manages AMEX corporate credit card program and Emburse expense reimbursement platform.
• Provides support for the Business Continuity Planning Committee
Qualifications & Skills
• Post-secondary degree or 5+ years of equivalent experience
• Excellent oral and written communication skills with high level of professionalism
• Self-starter with excellent teamwork skills and an innate sense of urgency
• Proficient in Microsoft Office and the ability to learn proprietary software
• Excellent communication and interpersonal skills with an awareness that the image of the Executive Offices may be based on interaction with this position.
Position Specific Competencies
• Approachability: Is easy to approach and talk to; spends the extra effort to put others at ease; can be warm, pleasant, and gracious; is sensitive to and patient with the interpersonal anxieties of others; builds rapport well; is a good listener; is an early knower, getting informal and incomplete information in time to do something about it.
• Composure: Is cool under pressure; does not become defensive or irritated when times are tough; is considered mature; can be counted on to hold things together during tough times; can handle stress; is not knocked off balance by the unexpected; doesn’t show frustration when resisted or blocked; is a settling influence in a crisis
• Organizational Agility: Knowledgeable about how organizations work; knows how to get things done both through formal channels and the informal network; understands the origin and reasoning behind key policies, practices, and procedures; understands the cultures of organizations.
• Priority Setting: Spends his/her time and the time of others on what is important; quickly zeros in on the critical few and puts the trivial aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus.