Finance Executive Assistant - Union Station Homeless Services

TITLE: Executive Assistant, Finance

DEPARTMENT: Finance

REPORTS TO: CFO

Employment Status: Full Time

Reg. Hours Worked: 40 / Week, Exempt

Salary: $69,000/yr

Location: Pasadena (Hybrid)

JOB SUMMARY:

The Executive Assistant provides administrative and clerical support to the Chief Financial Officer. They will also work closely with other executive staff and assistants to ensure the smooth operations of the executive team, and periodically interact with the Board committee members. The role requires organizational, interpersonal and prioritization skills in addition to strong personal integrity and discretion in handling sensitive and confidential information. Must be able to attend late afternoon/evening board committee meetings during the workweek.

ESSENTIAL FUNCTIONS INCLUDE, but are not limited to the following

• Coordinates meetings and monitors CFO’s email and calendar timely for time-sensitive and priority issues, responding independently when possible. Schedules appointments as required utilizing Google Calendar and Zoom.
• Provides administrative support to the CFO, including but not limited to drafting and responding to correspondence.
• Coordinates with accounting staff to follow up on deadlines and priorities to ensure the proper and timely completion of work.
• Proactively coordinates communication with other department heads, key personnel in all departments, vendors, and others outside the organization.
• Provides administrative support to CFO in support of Finance, Investment, and Audit Board Committees meetings. Drafts monthly meeting agendas for review; works with parties to assemble and distribute supporting materials. Attends meetings; records and prepares drafts of the Board Committee meeting minutes.
• Effectively manages a variety of special projects for the CFO, including projects with a high level of confidentiality.
• Coordinates Accounting Department meetings and activities.
• In the absence of the CFO, ensures that requests for action and information are furnished in a timely manner and/or are referred to the appropriate personnel.
• May carry out other duties as assigned by the CFO.

KNOWLEDGE, SKILLS AND ABILITIES:

• Skilled in use of Microsoft Windows, Microsoft Office (Word, Excel, Outlook, PowerPoint), Adobe Acrobat, Google Apps, and relational databases. Knowledge of Raiser’s Edge and Publisher a plus.
• Excellent written and oral communication skills.
• Ability to show good judgment and tact in dealings with people from all walks of life.
• Ability to develop and maintain relationships with a customer service focus while setting boundaries.
• Ability to work independently and complete complex and confidential administrative tasks.
• Must be able to maintain confidentiality of privileged and sensitive personnel and client-related material.
• Proficient with office communication equipment and machines (telephone, copier, adding machine, personal computer, computer printer and scanner.
• Must demonstrate excellent attention to detail and excellent proof-reading skills.
• The ability to clearly understand financial terms and information.
• Skills in preparing reports and presentations that summarize financial data for executives and stakeholders

EDUCATION, TRAINING AND EXPERIENCE:

• Bachelor’s degree strongly preferred.
• 3-5 years of executive-level support of C-level staff.
• 1-2 years of experience with accounting/finance teams.
• Experience in non-profit or social services environment is desired.

PHYSICAL AND MENTAL REQUIREMENTS AND WORK ENVIRONMENT:

• Work indoors in temperature controlled environment and occasionally exposed to outdoor
• weather and driving conditions. The noise level in the work environment is usually moderate.
• Stand and sit for long periods of time; move and walk to various locations; climb, stoop, kneel, reach, pull, push, bend, twist, and occasionally lift and or move objects (less than 20lbs.).
• Use hands to finger, handle or feel.
• See, hear and speak clearly in order to give and receive information and instructions, and perform clerical work.
• Ability to interact with other employees, clients, volunteers, and members of the public.
• Ability to work effectively under time constraints, prioritize work, multi-task, and adapt to changing work demands.
• Gather, analyze, synthesize and classify information.
• High level of concentration and attention to detail for extended periods of time.
• Ability to respond effectively to sensitive inquiries or complaints.
• Requires use of a computer keyboard for long periods of time.
• Ability to travel to off-site meetings.
• Ability to work some early mornings and late evenings.

UNION STATION HOMELESS SERVICES EMBRACES DIVERSITY

We embrace our differences and are committed to furthering our culture of inclusion and belonging. Our commitment to racial equity within the organization is crucial to who we are and the clients we serve. Committed to being an anti-racist organization and sharing the unique cultural experiences from our networks, we offer annual racial equity training, host ongoing learning experiences through our lunch n' learns, and participate in on-going mental health trainings.

We promote acceptance, respect, teamwork, and fosters diversity in the workplace. We believe every individual has a story, past, and a unique set of skills that shape who we are and through this network, we can learn from each other to become better versions of ourselves personally and professionally. Through our staff-led network focusing on diversity, equity, inclusion, belonging and accessibility, we work to communicate, educate, and express diverse cultivation through our eight Diversity Networks. We are honored that the Diversity Network has been recognized as part of the Community Impact Awards presented by the Los Angeles Business Journal.

Union Station Homeless Services is an Equal Opportunity Employer