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Executive Assistant - CFO in Mechanicsville, VA at Owens & Minor, Inc.

Date Posted: 3/19/2019

Job Snapshot

Job Description

Provides administrative support for the Chief Financial Officer (CFO) and finance department. Responsible for a wide range of administrative and general support duties of highly responsible and confidential nature. Coordinates internal finance functions and external relationships with bankers (corporate and investment), investment analysts and investors,independent auditors, and lawyers.



ESSENTIAL JOB FUNCTIONS:

  1. Provides general administrative support for the CFO & the finance department, including but not limited to, filing documents, preparing reports, making photocopies, handling information requests, receiving visitors, arranging conference calls, and scheduling meetings.
  1. Maintains the CFO's calendar and schedules related appointments and meetings; coordinates activities of the department ensuring functions that are scheduled do not conflict with existing events.
  1. Handles extremely confidential and-or sensitive information of a company-wide nature with the highest discretion and decorum.

  2. Answers, screens, and directs incoming telephone calls for the CFO.  Interfaces with individuals of all levels internally and externally.
  1. Types and designs general correspondences, memos, presentations (including, charts, tables, graphs, etc). Proofread copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
  1. Prepares the necessary forms to pay invoices, order subscriptions, and order supplies. Prepares expense reports for submission.
  1. Opens, determines the level of priority, and properly routes mail. Sends out mailings, letters, checks, and other documents as requested.
  1. Administers travel expense reporting, teammate evaluation system, travel approval process and any/all other internal administrative applications under the direct supervision of the CFO.
  1. Coordinates on-site guest visits.
  1. Creates, edits, and/or assembles material to be distributed in connection with presentations to investors, executive and operating management, the board of directors, and similar audiences; assists in the creation and editing of PowerPoint presentations.
  1. Coordinates all travel arrangements for the CFO including, air, hotel, and ground transportation.
  1. Coordinates and schedules regular meetings for departmental managers and teammates.
  1. Coordinates off-site trips for those engaged in evaluating the operations of the corporation.
  1. As required, makes arrangements and coordinates all details for large meetings, conferences and special events.

SUPPLEMENTAL JOB FUNCTIONS:

Performs additional duties as directed.



QUALIFICATIONS:

          EDUCATION & FORMAL TRAINING:

                   High school diploma required.  Two-year degree preferred.

          WORK EXPERIENCE:

                   At least five years (up to and including) seven years of experience working as an executive level administrative assistant.

          KNOWLEDGE, SKILLS& ABILITIES:

A.  Basic financial knowledge and literacy

B.  Ability to handle multiple projects from multiple departments under pressured deadlines.

C.  Outstanding verbal and written communication skills with ability to interact appropriately with all levels,internal and external, and with sensitivity and confidentiality.

D.  Excellent planning and organizational skills with a proven ability to proactively prioritize and manage multiple tasks simultaneously.

E.  Ability to interface with board of directors and all levels of management, internally and externally.

F.    Excellent calendar management skills including scheduling complex senior level meetings and coordinating all logistics.

G.   Experience in scheduling and coordinating complex domestic and international travel arrangements and associated meetings.

H.   Ability to work on a team and also independently with limited supervision in a fast-paced ever changing environment.

I.     Excellent computer skills (Word, Excel, Power Point and Microsoft Office, including Outlook Email and calendaring software).

J.    Very strong knowledge of arithmetic, English and grammar.

K.   Experienced in handling confidential and sensitive material.

L.    Flexible and open to learning new tasks and responsibilities.  



EQUIPMENT, TOOLS AND WORK AIDS:

          General office equipment.

WORKING CONDITIONS AND ENVIRONMENTAL HAZARDS:

1.   Inside working conditions.

2.   No environmental hazards indicated for this classification.

3.   Travel up to 10%.

4.   May require periodic weekend work to support financial cycles.

 STRENGTH REQUIREMENT:

          Sedentary Work:  Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body.Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time.  Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

TYPE OF PHYSICAL REQUIREMENTS:

          Acuity,near

          Clarity of vision at 20 inches or less.

          Reaching

          Extending hand(s) and arm(s) in any direction. 

          Handling

          Seizing, holding, grasping, turning, or otherwise working with hands. Fingers are involved only to the extent that they are an extension of the hand. 

          Fingering

          Picking, pinching, or otherwise working with fingers primarily (rather than with whole hand or arm as in handling).

          Talking

          Expressing or exchanging ideas by means of the spoken word.  Talking is important for those activities in which workers must impart oral information to clients or to the public, and in those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.

          Hearing

          Perceiving the nature of sounds.  Hearing is important for those activities which require ability to receive detailed information through oral communication,and to make fine discriminations in sound, such as when making fine adjustments on running engines. 

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