The Executive Coordinator will be responsible for a variety of high-level administrative tasks in support of the Chief Finance Officer (CFO).
The Coordinator will make travel arrangements, oversee meeting logistics, scheduling, reporting and tracking information for the CFO. S/he creates, oversees, and works to consistently improve communications to all members within the Finance Department’s scope and beyond. This position includes frequent interaction with all members within the organization including executive leaders, senior leaders, staff, trustees, Board of Directors and donors, as well as customers, vendors, and business relations. S/he makes interpretations and recommendations as appropriate. Duties can be highly confidential and require comprehensive knowledge of TNC’s policies, procedures and operations. In addition to supporting the CFO, the Coordinator will also support the CFO’s direct reports on a lesser scale. Responsibilities require discretion, judgment, tact and poise. Incumbent has considerable latitude and flexibility in carrying out assigned tasks.
- Manage individual appointment calendar and schedule meetings. Set-up, organize, coordinate physical and virtual meetings including logistics, agendas and activities, menus, transportation, etc. Facilitate distribution of necessary briefing materials prior to meetings; attend meetings and take minutes; and assist with other meeting-related functions as necessary.
- Organizes and coordinates international/domestic travel including working with travel agent and others and provide CFO with itinerary and key information and related requirements to include: travel authorizations, flight tickets, hotel bookings, visas, airport transfers, expense reports.
- Perform oversight of activities including greeting visitors; telephone screening; and the review, prioritization and routing of general mail and incoming correspondence via phone/fax for the CFO.
- Serve as the liaison for requests made of the CFO, such as a communication from the CFO, to participate in CFO meeting, and similar requests.
- Provides support in arranging Finance meetings including collation of speaking notes and/or briefing notes, handling logistics, such as conference registrations, room reservations (internal and external), and local travel.
- Works closely with the CFO on special projects and Audit and Finance & Investment Committee activities.
- Proofreads, answers, and composes routine correspondence both hand-written and electronic, including donor and board communications and other related materials; prepares selective summaries and any follow-up actions for the CFO.
- Supports and coordinates Finance & Investment Committee meeting arrangements including teleconferences and minute taking as required.
- Coordinates, plans, and organizes small-to large-scale meetings.
- Performs general clerical duties to include but not limited to; transcribing dictation, scanning, copying, faxing, filing, and data entry. Collects and opens mail addressed to CFO and if necessary, forwards correspondence to appropriate staff for action.
- Contributes to the excellent reputation of the CFO’s office through professional, friendly and respectful interactions internally and externally.
- Maintain files, and update as needed, delegations of authority for CFO and direct reports, and other files as necessary.
- Complete business transaction processing for the CFO including review/approval of travel expense reports and check requests.
- Maintain list of contacts to facilitate communication/engagement and handle outgoing correspondence.
- Experience with MS Office and use of the Internet.
- Experience managing diverse activities and coordinating the schedule and contacts of executive(s).
- Experience working with a wide range of people, such as board of directors, donors, volunteers, the public and/or all levels of staff.
DESIRED QUALIFICATIONS
- Bachelor’s degree preferred, plus at least 5 – 7 years of related work experience, or equivalent combination of education and experience.
- Solid knowledge of MS Office having the ability to produce basic presentations, spreadsheets and draft communications.
- Competence with setting up virtual meeting technology, including ensuring CFO and participants are on video, showing presentations, and other required technology as required.
- Proven organizational and administrative skills and attention to detail.
- Ability to organize time, manage diverse activities, and meet critical deadlines.
- Numerically and analytically acute, with aptitude for numbers
- Ability to understand and interpret policies and procedures as well as apply them with consistency.
- Ability to coordinate and schedule with a variety of CFO contacts.
- Ability to take on additional tasks when required.
- Must have comprehensive knowledge of TNC policies & procedures.