CFO Executive Assistant & Office & Projects Lead

Melinta; Lake Forest (IL); Hybrid; USD 110,000 - 130,000; Full time

Job summary

Melinta is seeking an experienced Executive Assistant & Workplace Coordinator in Lake Forest, IL to provide high-level support to the CFO and Finance team. You will manage calendars, travel, meetings, communications, expenses, confidential materials, and oversee day-to-day Lake Forest office operations.

The role includes light project management, financial systems and accounting support to help the Finance function operate efficiently, coordinating onsite, virtual, and offsite meetings and

Qualifications

• Minimum of 8 years of experience in a corporate environment as an executive assistant, administrative professional, office manager, or similar role; experience supporting senior executives preferred.
• Demonstrated ability to manage multiple priorities, projects, deadlines, and stakeholders in a fast-paced, growth-oriented environment.
• Excellent written and verbal communication skills, professional presence, sound judgment, and strong customer-service orientation.
• High degree of discretion and ability to handle confidential, sensitive, and time-critical information appropriately.
• Strong proficiency with Microsoft Outlook, Excel, PowerPoint, Word, Teams, SharePoint/OneDrive, and comfort learning company systems and workflows.
• Experience supporting a CFO, Finance, Accounting, Investor Relations, Legal, or other corporate executive function.
• Project coordination experience, including tracking action items, timelines, deliverables, and cross-functional dependencies.
• Familiarity with basic accounting administration, invoice processing, purchase orders, expense reporting, vendor coordination, or ERP/workflow systems.
• Experience supporting facilities, vendors, office operations, and onsite executive or team events.

Responsibilities

• Serve as the primary administrative point of contact for the CFO, exercising sound judgment, discretion, and urgency in managing requests, priorities, and follow-up.
• Provide calendar management for the CFO and support scheduling across the Finance leadership team, including prioritizing inquiries, resolving conflicts, and anticipating preparation needs.
• Coordinate domestic and occasional international travel; prepare itineraries, manage changes, and ensure timely submission of expense reports in accordance with company policy.
• Draft, proofread, format, and organize executive correspondence, presentations, board and committee materials, meeting agendas, and Finance team communications.
• Coordinate onsite, virtual, and offsite meetings, including logistics, materials, catering, A/V, guest access, and follow-up action items.
• Act as a professional liaison with internal teams, executive assistants, auditors, consultants, bankers, vendors, and other external stakeholders as appropriate.
• Oversee office supply, kitchen, coffee, mail, and conference room needs; coordinate repairs, service requests, visitor access, and lunch and meeting room readiness.
• Manage the visitor and employee office experience, including reception coverage, badges, office communications, and day-to-day troubleshooting.
• Support office-related events, team meetings, executive visits, and cross-functional gatherings with a high level of customer service and follow-through.

Skills

Executive presence and judgment

Organization and prioritization

Communication excellence

Discretion with confidential info

Microsoft Office suite proficiency

CFO/Finance support experience

Project coordination

ERP/workflow systems familiarity

Tools

Microsoft Outlook

Excel

PowerPoint

Word

Teams

SharePoint/OneDrive

Job description

Melinta is seeking an experienced Executive Assistant & Workplace Coordinator in Lake Forest, IL to provide high-level support to the CFO and Finance team. You will manage calendars, travel, meetings, communications, expenses, confidential materials, and oversee day-to-day Lake Forest office operations.

The role includes light project management, financial systems and accounting support to help the Finance function operate efficiently, coordinating onsite, virtual, and offsite meetings and