Executive Assistant to EVP of Finance

Position Title: Executive Assistant to the EVP of Finance

Reports To: EVP of Finance

Department/Division: Finance

FLSA Status: Non-Exempt

Position Summary
The incumbent provides complex administrative support to the EVP of Finance and maintains details of a highly confidential nature. Exercises excellent problem solving and judgment skills in a fast-paced environment. Utilizes professional concepts and objectives to resolve complex issues in a creative and effective manner. Maintains calendars, schedules appointments, provides clerical support, coordinates travel plans, prepares presentations, and a variety of records including the budget, expenses, and reconciliations for monthly reports. The duties listed below are illustrations of the various types of work that may be performed. Responsibilities include, but are not limited to, the following:

Responsibilities

1. Resolve complaints and answer questions regarding policies and procedures.

1. Composes, prepares, and proofreads confidential correspondence, presentations, reports, summaries, memoranda, and forms from verbal direction, relevant information from a variety of sources, or knowledge of INLIVIAN policy and procedures and presents the information in a clear and understandable format.

1. Research, compile, and prepare reports, manuals, correspondences, or other information required by management or governmental agencies, including special research projects.

1. Assists with developing PowerPoint presentations and spreadsheets for internal and external meetings (as needed).

1. Assist with special events such as staff meetings, ribbon cuttings, and legislative visits. Additionally, scheduling and hosting of internal meetings both in-person and virtual.

1. Maintains calendar by scheduling appointments, meetings, and conference calls as required.

1. Records and monitors all deadlines assigned to staff members from the Chief Financial Officer and ensures timely submission.

1. Prepare correspondences and documents for meetings with staff, board members, elected officials, and/or other stakeholders.

1. Participation in, and hosting of monthly Committee and regular Board of Commissioners meetings. This includes agenda preparation, and meeting minutes.

1. Review documents, reports and correspondence prepared for executive signature for format, content, grammar and spelling and make edits as necessary.

1. Evaluates issues and escalates them when deemed necessary.

1. Makes travel/training registration arrangements including, but not limited to reservations, preparation of itinerary, expense reports and other related documentation.

1. Locates and attaches appropriate files to correspondences to be answered by the Chief Financial Officer

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1. Ensures that communications, documentation and records sent to or prepared by the Finance Division are handled with a high level of confidentiality and discretion.

1. Maintains appropriate files/records for all documents received in an accurate and timely manner.

1. Receives communications via the telephone, internet, and in person and either responds to routine questions or refers the more complex inquiries to the Chief Financial Officer or other appropriate person(s).

1. Receives and date-stamps all incoming mail, internal memoranda, and other publications for the Finance Division and routes to Chief Financial Officer or appropriate staff.

1. Requisitions and maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, expediting orders, and verifying receipt of supplies. Maintains appropriate records in purchase order system. Maintains copy machine, including scheduling of regular service and unanticipated repairs.

1. Assists with procurement cards, including monitoring expenditures, uploading documentation, reconciling expenditures, and submitting expenditures for approval.

1. Handles documents on a variety of topics of a highly sensitive nature and maintains confidentiality regarding all documents and information received by or in the possession of the employee.

1. Accountable for consistent adherence to strong standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of INLIVIAN materials, supplies, resources, and other assets.

1. May provide general support to other areas within the Finance Division, as directed by the Chief Financial Officer.

1. Serves as a back-up for the Executive Assistant to the Chief Executive Officer, as needed.

1. Performs other duties as assigned.

Education and Experience

A Bachelor degree in Public Administration, Business Administration or a closely related field from an accredited college or university and three (3) to five (5) years of responsible Executive Assistant experience or an equivalent combination of education, training, and experience resulting in the ability to fulfill the essential job duties of the position.

Knowledge and Skills

1. General knowledge of appropriate policies, procedures, and practices pertaining position requirements.

1. Thorough knowledge of generally accepted business principles, practices, and techniques.

1. Thorough knowledge of general office procedures, and practices, including Business English and math.

1. Considerable skills in operating computer equipment, applicable software packages, and general office machines.

1. Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

1. Ability to manage multiple priorities and multiple demands to accomplish tasks in accordance with established requirements.

1. Strong time management skills.

1. Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.

1. Ability to communicate clearly, concisely, orally, and in writing.

1. Ability to establish and maintain effective working relationships with co-workers and persons outside INLIVIAN to foster a positive working environment.

1. Ability to deal effectively with situations that require tact and diplomacy, yet firmness.

1. Ability to deal effectively with sensitive and confidential information.

1. Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

1. Thorough knowledge of Microsoft Word, Excel, Outlook, Publisher & Power Point, and computer hardware and software, including applications.

Supervision Controls

The Executive Assistant receives instructions from the Chief Financial Officer. Methods of accomplishing work are generally at the discretion of the employee and the employee may determine priorities within established deadlines. Instructions to the Executive Assistant may be general or specific in nature. The employee keeps the Chief Financial Officer informed of work progress and finished work is closely reviewed and spot-checked for accuracy, completion, and compliance with policies and procedures. The employee has no supervisory duties.

Guidelines

Guidelines followed by the employee include published laws, regulations, handbooks, established policies and procedures, and traditional practices. Independent research may be necessary depending on the activity and/or task requirements. If guidelines do not cover a situation, the employee consults the supervisor or makes a decision based on the circumstances and experience as appropriate within established parameters, and consistent with established Authority and departmental practices.

Complexity

The employee performs a moderate number of routine tasks. The course of action is determined by established procedure, the supervisor, or the employee. Tasks frequently have to be coordinated, integrated, and/or prioritized. Some computer applications may be difficult to accomplish and require resourcefulness and extra research by the employee. Decisions regarding unusual circumstances may be made by the employee within his or her area of expertise.

Scope and Effect

The employee’s work affects the Chief Financial Officer and, by extension, INLIVIAN’s housing programs and clients. Performing duties effectively, efficiently, and in a professional manner can contribute to enhancing INLIVIAN’s image in the Community and its ability to provide housing that is decent, safe and sanitary.

Personal Contacts

Most of the employee’s contacts are with INLIVIAN employees, business firms, residents, vendors, and the general public. Contact is made to verify, give, obtain, clarify, provide information, coordinate, advise, motivate, influence, justify, defend, negotiate, or resolve matters or issues.

Physical Requirements

1. Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, climbing, or lifting to obtain files and records, and eyestrain from working with computers and other office equipment.

1. Must be able to sit and/or stand for up to eight hours at a time while performing work duties.

1. Must be able to bend, stoop, push, and pull in the performance of office-related duties.

1. Must be able to use fingers bilaterally and unilaterally to operate office equipment.

1. Must have vision and hearing corrected to be able to perform essential job functions.

1. Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.

1. An employee may request a reasonable accommodation to mitigate any of the physical requirements listed above.

Work Environment

Work involves the normal risks or discomfort associated with an office environment and is usually in an area that is adequately cooled, heated, lighted, and ventilated. From time to time, it may involve visits to housing developments, sites, dwellings, or facilities.

Other Requirements

Must possess a valid State of North Carolina or South Carolina driver’s license and regularly participate in continuous improvement and education. Must work with the highest degree of confidentiality.

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