Heffernan Insurance Brokers · 1 week ago

Executive Assistant to CFO

Walnut Creek, CA

Full-time

Hybrid

Entry Level

$70K/yr - $90K/yr

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FinanceFinancial Services

Comp. & Benefits

Hiring Manager

Mabel Downes

Insider Connection @Heffernan Insurance Brokers

Discover valuable connections within the company who might provide insights and potential referrals, giving your job application an inside edge.

Responsibilities

Manage the CFO’s calendar, including scheduling meetings, appointments, and travel arrangements.

Handle incoming and outgoing communications on behalf of the CFO, including emails, phone calls, and correspondence.

Prepare and edit documents, presentations, and reports as required.

Prepare clear and actionable summaries for the CFO to help with strategic decision-making.

Coordinate and organize meetings, including preparing agendas, taking minutes, and following up on action items.

Clerical functions include filing, dictation, scanning, etc.

Partner with other assistants to ensure alignment on other company events or news that may be impactful or important to the Finance team.

Maintain strict confidentiality on all matters.

Assist in project co-ordination for the Finance Team.

Develop a plan to celebrate and acknowledge team achievements and milestones to maintain and enhance workplace culture.

Special projects and other duties as assigned by CFO.

Serve as the primary point of contact for administrative needs within the Finance Leadership team, ensuring seamless communication and coordination.

Schedule and organize meetings, including preparing detailed agendas, coordinating logistics, and distributing relevant materials.

Record and distribute meeting minutes, tracking follow-up actions and ensuring timely completion of assigned tasks.

Oversee the organization and management of files and records for the finance leadership team.

Arrange and coordinate Finance Team events- includes booking catering, event space, decorations, transportation, team activities, meetings, etc.

Assist the CFO with personal tasks and errands as needed.

Manage personal appointments, reservations, and travel logistics.

Qualification

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Executive AssistantMicrosoft Office SuiteRelevant SoftwareOrganizational SkillsTime ManagementCommunication SkillsConfidentialityAttention to DetailProblem SolvingIndependenceCollaborationFinanceFinancial Executives