American Friends Service Committee
Administrative Assistant to the CFO and Finance Unit
American Friends Service Committee, Phila, Pennsylvania, United States, 19117
Status:
Full - Time, ExemptLocation:
Philadelphia, PA (minimum three days in person weekly at the office)
Application Deadline:
October 15, 2024
For consideration, please attach your Cover Letter and Resume to the online application in addition to answering the Application Questions.
Summary of the Department: The CFO and the Finance Unit provide financial support to the organization in a variety of areas including compliance, audits, overall budgeting and planning, banking, investments and all aspects of organizational finance. The CFO advises the organization on major and strategic financial planning and provides input on all processes that have major financial implications for AFSC.
Summary of Principal Responsibilities:
Responsible for assisting the CFO in daily functions including providing general executive administrative support to the Chief Finance Officer (CFO) and Finance Unit, accomplishing general duties of office management and of meeting and task support and planning for CFO. This role handles confidential and sensitive financial and organizational information. Responsible for other administrative duties in support of CFO.
Essential Functions/Responsibilities :The key responsibilities of the Administrative Assistant to the CFO and Finance Unit:
General
Provide a broad variety of executive administrative support and coordination for CFO including scheduling, communication, task coordination, prioritization, preparation and dissemination of correspondence and information. Often handles confidential and sensitive information.Establish a workflow system for the CFO which creates swift, error-free turnaround and follow-up, as well as a workable system for prioritizing tasks and reports. Proofing of reports, correspondence and other documents.Provide strong office coordination (gate keeping) for the CFO, identify priorities and coordinate with various departments in sequencing tasks. Must handle sensitive information.Monitor Finance Helpdesk and assign tickets accordingly provide follow-up and statistical data to Senior Finance Controller and/or CFO when requested.Calendar, Travel and Meeting support
Review daily correspondence and manage turn-around including getting CFO input and reverting to staff and others as needed.Provide calendar management and prioritize internal/external requests and invitations. Troubleshoot conflicts and make judgments and recommendations to ensure smooth day-to-day engagements.Provide meeting planning support, note taking in meetings and prioritization of projects and tasks.Coordination :
Attend standing finance staff leadership meetings and other meetings as requested to provide administrative support.Maintain current Finance pages on StarCafe and provide/upload regular updatesProvide calendar, travel and meeting support for CFO.Provide admin support for the Finance Unit including: dissemination of reports (IEs, program, project reports); coordination of time management for audits and follow-up where information is needed, coordination of packages and mail movement between Finance and various units, mostly international regions (audits, etc).Finance and Budget
Monitor the Finance Unit budget and review reports for the CFO.Follow up on discrepancies or questions on items such as AP issues, Credit Card requests etc.Respond to requests for CFO signatures on documents and sequence them to allow sufficient time for review, analysis and response. Ensure that Finance can respond within the specified time.Assist with budget planning process which includes correspondence with staff and consultants. Track system upgrades/ changes and ensure agreed deliverables are met.Assist with preparation of meetings and convenings, training and other support.Communication and Documentation
Administer correspondence and manage incoming mail and email of CFO bringing urgent matters for attention and keeping a careful follow-up and action priority list.Serve as primary point of contact for CFO and response to phone calls and requests for information.Coordinate CFO collaborative work with other Regions and Units and ensure that important information is relayed quickly and acted on.Minimum Qualifications
Education : Related college degree or equivalent work experience is required.
Experience : Demonstrated executive support experience, with a minimum of five years in a progressively responsible administrative role, utilizing sound office procedures, initiative, and strong critical thinking to provide efficiently organized, anticipatory support for senior management. Financial background or administrative support for financial executives or units is required. Proficiency in Microsoft suites most importantly, MS Word, MS Excel and MS PowerPoint, Excellent written and verbal communication skills.
Other Required Skills and Abilities:
Commitment to Quaker values and testimonies. Understanding of and compatibility with the principles and philosophy of the American Friends Service Committee including non-violence and the belief in the intrinsic worth of every individual.Understanding of and commitment to the principles, concerns, and considerations of AFSC in regard to issues of race, class, nationality, religion, age, gender and sexual orientation, and disabilities. Demonstrated ability to work and communicate with diverse staff.Demonstrated ability to take initiative within established guidelines, exercise sound judgment, and complete work in an environment of changing priorities.Demonstrated ability to produce accurate and timely work outputDemonstrated ability to work both independently and smoothly as part of a team.Strong analytic abilities and demonstrated ability to think creatively and employ multi-faceted approaches to complex problem-solving. Detailed and thorough approach to organizing tasks and carrying them out.Excellent communication skills, both written and verbal.Familiar with Excel, Word and Power PointMature judgment. Proven ability to work with confidential materials with discretion.Wide-ranging experience with technology and otherwise superior personal computer skills, including proficiency with contemporary programs and portals.Demonstrated ability to handle a heavy workload and time-pressured situations in a self-possessed, collected manner.Demonstrated experience and skill in coordinating logistical arrangements for meetings, conferences and social functions.Demonstrable interpersonal skills in working tactfully and graciously with a wide variety of people. Demonstrated desire to work collegially.Demonstrated interest in accepting a challenge and learning new skills.Flexibility to work occasional hours beyond the normal work schedule. Must be able to attend occasional evening and weekend meetings, travel occasionally.
Compensation
: Salary Family - Administrative - Administrative Assistant II - ($50,000 - $70,408), Exempt - Comprehensive medical and hospitalization plan; term life, accident and salary continuation insurances, defined benefit pension plan, plus fringe benefits; participation in unemployment and worker's compensation and social security.
The American Friends Service Committee is an Affirmative Action/Equal Opportunity Employer.Qualified persons are encouraged to apply regardless of their religious affiliation, national origin, race, age, sex, gender identity ,
sexual orientation or disability.
AFSC's Central Office and some of its offices in the U.S. are unionized workplaces. This position is not represented.
The American Friends Service Committee is a smoke-free workplace.
Full - Time, ExemptLocation:
Philadelphia, PA (minimum three days in person weekly at the office)
Application Deadline:
October 15, 2024
For consideration, please attach your Cover Letter and Resume to the online application in addition to answering the Application Questions.
Summary of the Department: The CFO and the Finance Unit provide financial support to the organization in a variety of areas including compliance, audits, overall budgeting and planning, banking, investments and all aspects of organizational finance. The CFO advises the organization on major and strategic financial planning and provides input on all processes that have major financial implications for AFSC.
Summary of Principal Responsibilities:
Responsible for assisting the CFO in daily functions including providing general executive administrative support to the Chief Finance Officer (CFO) and Finance Unit, accomplishing general duties of office management and of meeting and task support and planning for CFO. This role handles confidential and sensitive financial and organizational information. Responsible for other administrative duties in support of CFO.
Essential Functions/Responsibilities :The key responsibilities of the Administrative Assistant to the CFO and Finance Unit:
General
Provide a broad variety of executive administrative support and coordination for CFO including scheduling, communication, task coordination, prioritization, preparation and dissemination of correspondence and information. Often handles confidential and sensitive information.Establish a workflow system for the CFO which creates swift, error-free turnaround and follow-up, as well as a workable system for prioritizing tasks and reports. Proofing of reports, correspondence and other documents.Provide strong office coordination (gate keeping) for the CFO, identify priorities and coordinate with various departments in sequencing tasks. Must handle sensitive information.Monitor Finance Helpdesk and assign tickets accordingly provide follow-up and statistical data to Senior Finance Controller and/or CFO when requested.Calendar, Travel and Meeting support
Review daily correspondence and manage turn-around including getting CFO input and reverting to staff and others as needed.Provide calendar management and prioritize internal/external requests and invitations. Troubleshoot conflicts and make judgments and recommendations to ensure smooth day-to-day engagements.Provide meeting planning support, note taking in meetings and prioritization of projects and tasks.Coordination :
Attend standing finance staff leadership meetings and other meetings as requested to provide administrative support.Maintain current Finance pages on StarCafe and provide/upload regular updatesProvide calendar, travel and meeting support for CFO.Provide admin support for the Finance Unit including: dissemination of reports (IEs, program, project reports); coordination of time management for audits and follow-up where information is needed, coordination of packages and mail movement between Finance and various units, mostly international regions (audits, etc).Finance and Budget
Monitor the Finance Unit budget and review reports for the CFO.Follow up on discrepancies or questions on items such as AP issues, Credit Card requests etc.Respond to requests for CFO signatures on documents and sequence them to allow sufficient time for review, analysis and response. Ensure that Finance can respond within the specified time.Assist with budget planning process which includes correspondence with staff and consultants. Track system upgrades/ changes and ensure agreed deliverables are met.Assist with preparation of meetings and convenings, training and other support.Communication and Documentation
Administer correspondence and manage incoming mail and email of CFO bringing urgent matters for attention and keeping a careful follow-up and action priority list.Serve as primary point of contact for CFO and response to phone calls and requests for information.Coordinate CFO collaborative work with other Regions and Units and ensure that important information is relayed quickly and acted on.Minimum Qualifications
Education : Related college degree or equivalent work experience is required.
Experience : Demonstrated executive support experience, with a minimum of five years in a progressively responsible administrative role, utilizing sound office procedures, initiative, and strong critical thinking to provide efficiently organized, anticipatory support for senior management. Financial background or administrative support for financial executives or units is required. Proficiency in Microsoft suites most importantly, MS Word, MS Excel and MS PowerPoint, Excellent written and verbal communication skills.
Other Required Skills and Abilities:
Commitment to Quaker values and testimonies. Understanding of and compatibility with the principles and philosophy of the American Friends Service Committee including non-violence and the belief in the intrinsic worth of every individual.Understanding of and commitment to the principles, concerns, and considerations of AFSC in regard to issues of race, class, nationality, religion, age, gender and sexual orientation, and disabilities. Demonstrated ability to work and communicate with diverse staff.Demonstrated ability to take initiative within established guidelines, exercise sound judgment, and complete work in an environment of changing priorities.Demonstrated ability to produce accurate and timely work outputDemonstrated ability to work both independently and smoothly as part of a team.Strong analytic abilities and demonstrated ability to think creatively and employ multi-faceted approaches to complex problem-solving. Detailed and thorough approach to organizing tasks and carrying them out.Excellent communication skills, both written and verbal.Familiar with Excel, Word and Power PointMature judgment. Proven ability to work with confidential materials with discretion.Wide-ranging experience with technology and otherwise superior personal computer skills, including proficiency with contemporary programs and portals.Demonstrated ability to handle a heavy workload and time-pressured situations in a self-possessed, collected manner.Demonstrated experience and skill in coordinating logistical arrangements for meetings, conferences and social functions.Demonstrable interpersonal skills in working tactfully and graciously with a wide variety of people. Demonstrated desire to work collegially.Demonstrated interest in accepting a challenge and learning new skills.Flexibility to work occasional hours beyond the normal work schedule. Must be able to attend occasional evening and weekend meetings, travel occasionally.
Compensation
: Salary Family - Administrative - Administrative Assistant II - ($50,000 - $70,408), Exempt - Comprehensive medical and hospitalization plan; term life, accident and salary continuation insurances, defined benefit pension plan, plus fringe benefits; participation in unemployment and worker's compensation and social security.
The American Friends Service Committee is an Affirmative Action/Equal Opportunity Employer.Qualified persons are encouraged to apply regardless of their religious affiliation, national origin, race, age, sex, gender identity ,
sexual orientation or disability.
AFSC's Central Office and some of its offices in the U.S. are unionized workplaces. This position is not represented.
The American Friends Service Committee is a smoke-free workplace.