Executive Assistant

Job Details

Job Location: WELS-CMM - Waukesha, WI

Salary Range: Undisclosed

Description

SUMMARY

The Financial Services Executive Assistant will provide high-level administrative support to the Chief Financial Officer (CFO), the Financial Services department, and to other leadership team members as directed. The Executive Assistant will play a key role in ensuring the smooth operation of the Finance Services department of WELS, assisting in managing estate gift processing, and coordinating various internal board and commission meetings.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.

• Work directly with the CFO to provide high-level administrative support for all aspects of his daily work routine, including calendar management (for both internal and external meetings), travel arrangements, document management, and expense reports.

• Act as a liaison between the CFO and internal/external stakeholders, ensuring effective communication and timely responses to inquiries (especially time-sensitive and priority matters). This includes receiving, screening and prioritizing phone calls and visitors, answering questions with tact and diplomacy, taking messages, and directing inquiries appropriately for resolution.

• Perform general office duties such as ordering office supplies, maintaining databases, filing (both electronic and manual), scanning documents, faxing, reading and routing incoming mail, and preparing outgoing mail/overnight packages and correspondence.

• Assist in managing logistics and coordination of various board and commission meetings that the CFO is involved in, including scheduling meetings, assisting with hotel and travel arrangements for attendees, organizing catering, food and beverage for meetings, assisting with the distribution of meeting materials, managing expense reimbursements, and handling general inquiries regarding meeting schedules/agenda.

• Assist in CFO preparation for board and commission meetings by organizing materials through Microsoft OneNote.

• Assist in managing estate gift management, including completion of necessary forms and paperwork, maintaining accurate records, and communicating with donors and legal representatives.

• Manage confidential and sensitive information with the utmost discretion and professionalism to ensure confidentiality is maintained.

• Conduct research and compile data as necessary to support the CFO and financial services team.

• Assist with special projects, tasks, and initiatives as assigned by the CFO.

• Develop and maintain various board/commission director summaries for the CFO including relevant information such as district membership, term expirations, general biographical information and church membership.

• Maintain various SharePoint sites as directed by the CFO.

• Help support the front desk reception for the Center for Mission and Ministry on a limited basis (as a backup) and be a member of the Synod office phone tree.

• Compose and/or manage documents, contracts and legal documents, thank you letters, and other correspondences, that require review and signature of the CFO.

• Performing minor accounting duties.

• Other duties as assigned from time to time, including supporting other groups and departments as directed.

These requirements are representative, but not all-inclusive, of the knowledge, skill and ability required to perform this job. Other duties may be assigned.

Qualifications

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Excellent organizational and time-management skills with the ability to organize, prioritize, and coordinate tasks and manage multiple concurrent projects; experience in developing internal processes and filing systems.

• Strong attention to detail and accuracy, particularly when managing financial data and records.

• Highly proficient in Microsoft Office Suite of products (Word, Excel, PowerPoint, Outlook, OneNote, Teams, SharePoint). An aptitude for learning new software and systems.

• Exceptional communication skills, both written and verbal, with the ability to interact professionally with internal and external stakeholders.

• Strong ability to proofread written materials, present information effectively, and compose clear business correspondence.

• Ability to work independently with minimal supervision and as part of a collaborative team.

• Strong, demonstrated interpersonal skills, energetic and eager to tackle tasks, flexible team player with a can-do attitude, cheerful and confident.

• Having a Notary Public certification and the ability to perform notarial duties is beneficial, but not required.

• Comfortable interacting with high-level leadership and executives.

EDUCATION AND/OR EXPERIENCE

Bachelor's degree in business administration, finance, or a related field preferred. At a minimum, an associate degree from two-year college or technical school is required. Three to five years of experience as an executive assistant supporting a senior executive in a finance role or team, or in a similar administrative role. Strong computer skills or willingness to acquire them are necessary including proficiency with Microsoft Office suite of products and web-based applications. Basing knowledge of accounting and budgeting and ability to apply basic algebra concepts.