Grinnell Chamber

Executive Assistant to the CFO

Full time
Posted: 12/28/2021
Grinnell, IA
Human Resources



Adventure Summary

The purpose of the position is to perform senior level administrative and general office duties for the Chief Financial Officer. Manages schedule, arranges appointments, travel, meetings, conference calls, etc. Work requires some analysis and use of initiative and independent judgment. Requires extensive knowledge to perform a variety of non-routine duties and resolve problems that vary in nature and complexity. May assist in projects, compose routine correspondence, standard and ad hoc reports, and other materials. Maintains professional demeanor and uses tact, discretion and confidentiality at all times. Recognized as an individual contributor. Works with limited supervision with some latitude for independent judgment. May assist other peers while out of office and participate in off-site activities on occasion.

Main Duties & Responsibilities:

  • Responsible for managing all facets of CFO schedule, including commitments to internal and external organization, to ensure optimal use of time including but not limited to:
    • Schedule set up, schedule adherence, plans and coordinates the work of self and others
    • Organization of all routine and non-routine activities, materials, and activities to accomplish goals efficiently and effectively
    • Preparation of communications and technology requirements and coordination of venues and other associated accommodations
    • Ensuring CFO is in the right place, at the right time, with the right materials and information, and is briefed on the purpose and intentions of all meetings prior to meeting times, and may include preparing executive summaries
    • Capable of handling special projects and making independent judgments
    • Responsible for making and managing all travel details to ensure travel runs according to plan, meets quality standards, and is error free
    • Reinforces values of CFO's high standards of ethical behaviors, acting with honesty and integrity, and through diplomatic and respectful communications
  • Responsible for ensuring the accurate and on-time execution of administrative duties such as transcription, file and document management, answering phone calls, screening calls, responding to requests from third parties that do not require CFO intervention and are role appropriate, processing outgoing mail, etc., whether performed by self or others
  • May provide confidential administrative services on a professional and personal level:
    • Reviews and directs invoices for approval and signature
    • Gathers relevant information and uses it to provide a fact-based rationale for decisions and actions
    • Travels with C-suite as needed to coordinate activities
    • Uses planning materials such as day planners or computer programs to keep track of and plan ahead for future obligations
    • Reviews and answers correspondence
    • Manages and processes personal administrative activities for CFO
  • Builds and sustains positive professional relationships that are helpful in the pursuit of achieving goals
  • Makes progress on multiple tasks without letting any 'slip through the cracks'
  • Responsible for planning, budgeting, implementing, directing, evaluating and revising company events related to employee activities
  • Maintains an understanding of the core values of the organization and acts in ways that are consistent with it
  • Makes a good impression by presenting an image and personality that quickly gain the respect and good-will of others by:
    • Understanding the needs and concerns of others
    • Exhibiting a polished presence
    • Exuding confidence and encouraging it in others
    • Using active listening and assertive speaking techniques
    • Conveying a sense of concern for the well-being of others
  • Gains the trust of all stakeholders by being honest, ethical and accountable:
    • Behaves consistently and predictably
    • Proves dependability by always following through on commitments
    • Demonstrates a high standard of ethical behavior
    • Keeps sensitive information confidential
  • Works collaboratively with others
  • Performs administrative duties such as transcription, file and document management, screening calls, responding to requests from third parties that do not require CFO intervention and are role appropriate
  • Performs special projects and assignments as needed
  • Maintains knowledge of the technology required for success in the role
  • May mentor and assist less experienced peers and display leadership as needed



Education and Experience

  • Bachelor’s Degree in Business or relevant field preferred plus 2 years of professional experience
  • If no degree, 5+ years of relevant experience
  • Meeting coordination and familiarity with Office suite tools, including instant messaging

Knowledge & Skills

  • Excellent Organizational skill
  • Effective and concise communication
  • Project & Time Management Skills
  • Active listening skills
  • Microsoft Office Software skills required
  • Excellent telephone skills
  • Teamwork / Collaboration
  • Independent Decision making
  • Business writing skills
  • Skilled in diplomacy and tact

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