Executive Assistant

Ollie's Bargain Outlet; Buffalo (NY); On-site; USD 75,000 - 120,000; Full time

Job summary

Ollie’s Bargain Outlet seeks an experienced Executive Assistant to support the Chief Financial Officer and Finance leadership. You will manage complex calendars, coordinate travel, draft materials, and handle confidential information with discretion.

You’ll coordinate Board materials, investor relations logistics, and finance meetings while maintaining strong relationships with internal and external stakeholders in a fast-paced environment.

Qualifications

• Bachelor’s degree or equivalent combination of education and relevant work experience.
• 5+ years of experience supporting a senior executive.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience with modern productivity tools and AI-enabled technologies.
• Experience managing calendars, executive travel, confidential information, and competing priorities.
• Excellent organizational skills with ability to meet tight deadlines.
• Strong written, verbal, proofreading, and presentation-development skills.
• Ability to exercise discretion and maintain confidentiality.
• Detail-oriented with the ability to manage scheduling, coordination, and logistics.
• Ability to work independently in a fast-paced environment.

Responsibilities

• Provide proactive and effective administrative support to the CFO, including calendar management and appointment coordination.
• Coordinate business travel arrangements (flights, hotels, transportation, itineraries).
• Draft and edit correspondence, presentations, reports, and Board/investor materials for the CFO.
• Serve as primary contact for internal/external requests to the CFO and manage communications.
• Prioritize CFO communications, follow-up, expense reporting, and admin needs.
• Track key decisions, deadlines, and follow-up actions on behalf of the CFO.
• Coordinate logistics for Board of Directors and committee meetings via the Board portal.
• Support investor relations travel, events, and materials.
• Prepare financial reports, Board materials, and confidential documents.
• Maintain organized records and ensure accessibility of important documents.

Skills

Executive support

Calendar management

Travel coordination

MS Office Pro

Discretion

Communication

Organization

Presentation skills

AI tools familiarity

Education

Bachelor’s degree or equivalent

Tools

Board portals

Expense management

Investor relations platforms

Job description

Support Center
6295 Allentown Blvd
Suite 1
Harrisburg, PA 17112, USA

Description

Join our team and live the Ollie-tude!: (Ollie’s Core Values)

• BE A TEAM PLAYER- Associates are expected to be supportive and work together.
• BE CARING- How do I treat others with courtesy, dignity, and respect?
• BE VALUE OBSESSED- Live the “good stuff cheap” mindset.
• BE COMMITTED- Operate with grit, passion, tenacity, and action.
• BE GROWING- How do we get better every day?
• BE REAL- Associates should be honest, transparent, genuine, trustworthy, and sincere.
• Medical, Dental, Vision, and RX coverage after 30 days of employment.
• 401K, Company match begins at Associate enrollment
• 20% Associate discount on all Ollie’s purchases.
• Vast array of voluntary benefits

Position Overview:

The Executive Assistant provides proactive, high-level administrative support primarily to the Chief Financial Officer and, at the CFO’s direction, coordination support to members of the Finance leadership team. This role manages a complex calendar, meetings, travel, expenses, communications, Board activities, investor relations logistics, and confidential materials.

The Executive Assistant anticipates needs, tracks priorities and follow-up actions, and helps ensure the CFO’s time and attention are focused on the highest-priority business matters. Success in this role requires exceptional organizational skills, attention to detail, professionalism, sound judgment, discretion, adaptability, and the ability to build effective relationships with internal and external stakeholders.

Primary Responsibilities:

Executive Support

• Provide proactive and effective administrative support to the CFO, including calendar management, meeting scheduling, and appointment coordination.
• Coordinate business travel arrangements, including flights, hotels, transportation, and itineraries.
• Draft, proofread, and edit correspondence, presentations, reports, Board materials, investor materials, and other documents for the CFO.
• Act as a primary point of contact for internal and external requests directed to the CFO, managing communications professionally and efficiently.
• Assist in managing and prioritizing the CFO’s communications, meeting follow-up, expense reporting, and other administrative needs.
• Track key decisions, commitments, deadlines, and follow-up actions on behalf of the CFO, helping ensure timely completion and escalation when appropriate.

Board of Directors Support

• Coordinate logistics and scheduling for Board of Directors and Board committee meetings, including collecting, assembling, organizing, posting, and distributing materials through the Company’s Board portal.
• Partner with Finance, Legal, and other departments to ensure Board materials are submitted accurately and on time.
• Support the preparation, review, posting, and distribution of Board and committee agendas, presentations, and governance-related materials.
• Coordinate Board member travel, accommodations, meals, meeting logistics, calendars, contact information, and other support.

Investor Relations Support

• Support the Company’s investor relations activities.
• Coordinate all travel, schedules, and logistics for investor meetings, conferences, roadshows, earnings calls, and other investor-related events.
• Compile and organize investor, analyst, ownership, peer-company, and meeting information from approved sources for management review.
• Maintain investor contact lists, meeting schedules, and related files and databases.
• Provide administrative and presentation support for earnings materials, investor presentations, and other investor communications.
• Maintain organized records of investor meetings, analyst interactions, and related documentation.

Finance Team Coordination and Administrative Support

• Schedule and coordinate internal and external meetings, including conference rooms, video conferencing, materials, and catering.
• Serve as a liaison between the CFO and key internal and external stakeholders, helping ensure clear communication and follow-through.
• Handle highly confidential and sensitive information with the utmost discretion and professionalism.
• Maintain an organized system for tracking and storing important documents, ensuring they are easy to access and kept up to date.
• Assist in the preparation and organization of financial reports, Board materials, investor presentations, earnings support materials, and other confidential business documents.
• Oversee the organization and maintenance of office supplies, equipment, and other administrative resources for the CFO and Finance leadership team.
• Provide general administrative support as needed, including managing expenses, processing invoices, and assisting with other office duties.

Qualifications:

• Bachelor’s degree or equivalent combination of education and relevant work experience.
• Minimum of five years of experience supporting a senior executive or executive leadership team.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint).
• Demonstrated ability to use modern productivity tools, collaboration platforms, and AI-enabled technologies to improve efficiency, organization, and executive support.
• Experience managing complex calendars, executive travel, confidential information, and competing priorities.
• Excellent organizational skills with the ability to manage multiple priorities and tight deadlines.
• Strong written, verbal, proofreading, and presentation-development skills.
• Ability to exercise discretion and maintain a high degree of confidentiality in all matters.
• Detail-oriented with the ability to manage complex scheduling, coordination, and logistical matters.
• Ability to work independently, manage time effectively, and demonstrate flexibility in a fast-paced environment.

Preferred Qualifications

• Experience supporting a Chief Financial Officer or other senior Finance executive.
• Experience supporting a Board of Directors, public-company governance process, or investor relations function.
• Experience using Board portals, expense management systems, and investor relations platforms.

Leadership and Working Style

• Proactive, resourceful, adaptable, and solution-oriented, with strong judgment and the ability to anticipate needs.
• Strong interpersonal skills with the ability to engage effectively at all levels of the organization.
• Calm under pressure, with the ability to manage multiple tasks simultaneously.
• An extremely high degree of professionalism, discretion, emotional intelligence, and reliability.
• Demonstrates executive presence, sound decision-making, and the ability to build trusted relationships with internal and external stakeholders.

Physical Requirements:

• Regularly requires the use of a computer and other office equipment and involves extended periods of working at a desk.
• Ability to see, hear, and speak regularly.
• Ability to work in a constant state of alertness and safe manner.
• Ability to communicate and exchange information effectively in person, by telephone, and through electronic communication.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Ollie’s is an equal opportunity employer. In compliance with Federal and State Equal Opportunity Laws, qualified applicants are considered for all positions applied for without regard to race, color, religion, sex, sexual orientation and identity, national origin, age, veteran’s status, disability, or any other legally protected status.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.