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Executive Assistant to the CFO
Oceana
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See open jobs at Oceana.See open jobs similar to "Executive Assistant to the CFO" Schmidt Marine.Administration, Accounting & Finance
Washington, DC, USA
Posted on Jul 26, 2024
EXECUTIVE ASSISTANT TO THE CFO
Immediate Supervisor: CFO
Department: Global Organizational Services
FLSA: Exempt
Manager: No
Location: Hybrid, DC Office Tue- Thurs
Updated: July 2024
General Summary
Oceana is an international organization which focuses solely on oceans and is dedicated to achieving measurable change by conducting scientific, fact- based campaigns with fixed deadlines and articulated goals. Oceana is dedicated to its advocacy on behalf of oceans and channels their resources in strategic-directed campaigns to achieve measurable outcomes that will help return our oceans to former levels of abundance. These campaigns are regional and international, led by teams of dedicated and talented scientists, economists, lawyers and advocates focused on measuring and achieving tangible results for the oceans.
Oceana is seeking an Executive Assistant to the Chief Financial Officer (CFO) who will provide principal administrative and project support to the CFO. The CFO is responsible for the following global service departments: Accounting and Finance; Information Technology; and Administration. The Executive Assistant handles highly confidential matters, facilitates interdepartmental information exchange, and maintains a collaborative alliance with internal and external constituents. The Executive Assistant manages a varied, fast paced, high volume workload and works independently to meet deadlines and accomplish tasks. The Executive Assistant works cooperatively with members of the Executive Committee and their staff and serves as advocate for enhancing better utilization of Oceana- wide resources.
Principal Duties and Responsibilities
- Serves as first point of contact for the CFO with Oceana’s Executive team. Maintains close working relationships with the Manager, Executive Operations; the Executive Assistant to the CEO; and the CFO’s direct reports. Also serves as first point of contact for external constituents, vendors and others.
- Support the CFO’s priority setting. Manages workflow requiring approval/ feedback/ input from CFO. Helps structure CFO’s time to allow him to focus appropriately on the most important and urgent issues requiring his personal attention. Keeps track of the CFO’s to-do list and screens his emails and calls to help him set priorities and makes tentative commitments. Uses a high degree of judgment to handle correspondence and phone inquiries, speeding response and minimizing CFO handling.
- Serves as primary support liaison to CFO’s direct reports. Facilitates preparation of agenda and materials for GOS Team meetings and retreats. Coordinates workflow and follows up tasks for and from HR, IT, Finance and Operations. Manages reproduction and distribution process of GOS Team meeting materials. Responsible for drafting agenda, minutes, follow-up assignments. Assists with GOS team offsite meetings by helping with the hotel arrangements, logistics and routinely arrives to the location early to set up the space and ensure smooth meetings.
- Also serves as a point of contact for each international Office Administrator; coordinate/follow-up on domestic and international office “action items” from the CFOs office and vice versa; work closely with other departments to fill in work gaps or to make deadlines.
- Support the CFO’s role with the board of directors. Coordinates special project initiatives commissioned by the board and the audit committee and maintains official records and files. This includes scheduling and attending meetings with appropriate staff members, completing appropriate tasks, engaging outside stakeholders, and providing CFO with periodic updates
- Serves as the CFO’s delegate in reviewing and approving timesheets, time off, expense reports, contracts and agreements, and credit card requests. Works closely with internal and external vendors and customers to ensure timely satisfaction of invoices, bank documents, contribution letters and other documents requesting monies from the aforementioned accounts.
- Handles research assignments for the CFO and helps develops CFO’s presentations. Works with CFO to prepare, generate and interpret reports, audiovisual and related documentation for presentations. Ability to understand Oceana policies and procedures and generate special reports for the CFO such as: a) timesheets and expense reports status and sends regular reminders to all staff to submit and approve in a timely manner and, b) review pending contracts and agreements and provide recommendations and follow-up for the CFO.
- Volunteers to serve on office teams and other work groups to show collaborative spirit and willingness to support organization-wide employee activities.
- Oceana has a culture based on goal achievement, as such, work must be completed in a timely and accurate fashion. IN addition, the EA will support the CFO and his direct reports in achieving goals and updating all relevant status and tracking systems.
- Performs additional duties as needed and/or assigned.
Education/Experience or Other Requirements
1. College degree preferred, or equivalent combination of education and administrative experience required. Ideally has either a business degree or has worked for a CFO previously to provide appropriate F&A context for the role
2. 10 years’ experience in an Executive Assistant position; at least 5 years working for C-level executive.
3. Must have excellent computer skills, including proficiency using Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams).
4. Must have the ability to handle many tasks simultaneously, with speed, accuracy, and courtesy, show initiative, and exhibit exceptional level of insightful planning and understanding of abstract concepts. Can pivot/adapt to rapidly changing priorities (and help you track things that are put on the back burner as a result)
5. Must possess excellent written and verbal communication skills including use of direct and clear communication with persistent follow-up
6. Must be willing to accept varied workload, including international travel and working outside of normal work-week hours.
7. Must maintain strict confidentiality in working with sensitive data, and possess excellent judgment in handling communications, expenses, budgets, other issues and personal relationships.
8. Must be a team player, who can build and maintain trust and confidence of all staff including Executive Committee members (who will provide feedback to CFO for performance evaluation).
9. Fluent in written and spoken English and proficient in Spanish is a plus.
10. Fosters a diverse, inclusive, multicultural environment for all
Required Competencies
- Action Oriented: Makes things happen. Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
- Ensures Accountability: Follows through on commitments and makes sure others do the same. Has a reputation for taking ownership and responsibility for decisions, actions, and failures.
- Instills Trust: Is able to gain the confidence and trust of others by demonstrating honesty and authenticity, acting with integrity, being consistent and credible.
- Customer Focus: Is skilled at anticipating customer needs (internal and external) and providing services that are beyond customer expectations. Establishes and maintains effective customer relationships.
- Decision Quality: Able to make timely and quality decisions in situations that are ambiguous or uncertain. Know whom to engage, what information to gather, what to pay attention to and what to ignore.
- Nimble Learning: Takes on the challenge of unfamiliar tasks. Can quickly adapt to new situations and to draw on past successes and failures to solve current problems.
- Interpersonal Savvy: Approaches relationships in an “others-oriented” way. Can tap into a range of interpersonal skills and approaches and know when to use what with who
- Being Resilient: Must be resilient and able rebound from setbacks and adversity when facing difficult situations. Can stay focused and composed in stressful situations, take constructive action, and is viewed as a source of confidence in high-stress situations.
Founded in 2001, Oceana is the largest international advocacy organization dedicated solely to ocean conservation. We achieve measurable change by conducting specific, science-based campaigns with fixed deadlines and articulated goals. Our campaigns extend to countries that, combined, govern nearly one-third of the world’s wild-caught fish, including Belize, Brazil, Canada, Chile, Mexico, Peru, the Philippines, the United Kingdom, the United States, and the 27 countries in the European Union.
Oceana values a diverse workforce and welcomes people different from each other in many ways, including characteristics such as race, gender, sexual orientation, religion, ethnicity, and national origin. Oceana considers all qualified candidates and seeks to recruit from a diverse candidate pool.
Oceana's US offices have operated on a hybrid schedule and staff have been required to work from their assigned office on Tuesday, Wednesday, and Thursday. With agreement between the employee and their supervisor, the employee may work from home Monday and Friday.
This job is no longer accepting applications
See open jobs at Oceana.See open jobs similar to "Executive Assistant to the CFO" Schmidt Marine.