Executive Assistant to the CFO

ZIM Integrated Shipping Services; Virginia Beach (VA); On-site; USD 55,000 - 90,000; Full time

Job summary

ZIM Integrated Shipping Services is seeking an Executive Assistant to the CFO in Virginia Beach. This role provides organizational and administrative support, manages the CFO’s calendar, coordinates meetings and travel, and handles confidential materials.

You will prepare reports, assist with special projects, and help streamline finance processes while representing the CFO in day-to-day activities. The ideal candidate is proactive, discreet, with strong MS Office skills and excellent

Qualifications

• Bachelor’s degree and at least 3 years of administrative experience supporting senior management.
• Proactive, energetic, independent with ability to handle confidential information.
• Strong MS Office skills (Excel, Word, PowerPoint) and calendar/meeting coordination.
• Excellent interpersonal and communication skills; ability to work with executives.
• Detail oriented with ability to coordinate travel, reports, and meetings.

Responsibilities

• Manages the CFO calendar and meetings; ensures preparation and reports are ready.
• Prepares agendas, reserves facilities, records minutes.
• Coordinates travel and expenses; ensures CFO schedule is optimized.
• Organizes files and supports finance department KPIs and reports.
• Supports special projects and initiatives to improve department processes.

Skills

Proactive

Independent

Interpersonal skills

Communication skills

Team player

Education

Bachelor’s degree

Tools

MS Office Suite

Excel

Job description

Main Purpose of the Role:

Provide organizational and administrative support to the CFO. Support the CFO in meeting preparations, executing work plans and handle ad-hock projects. A self-motivated individual, who represents the CFO in all day to day activities. Responsible for confidential and time sensitive materials. Organization of all CFO meetings, social events and conferences that the CFO requires, assisting to coordinate all administrative aspects to ensure a successful outcome. Manage tasks, insure follow up of all assigned by the CFO projects, insures preparation for every meeting. Brings to the CFO attention all relevant information and relieves the CFO of clerical, administrative, monitoring and other tasks as needed; Meets and professionally interacts with any visitors to Finance department, managing contacts and professional connections. Working closely with the CFO, Managers and Supervisors, to assist with special projects, analyzing documentation, reviewing the results of the department, initiating ideas to further improve the department processes and handling the social aspects and the team spirit of the department.

Main Tasks:

• Manages the CFO calendar/ schedule for all meetings and events, responds to all calls; advises and raises conflicts/ issues upfront; Insures all participants are well prepared for the CFO’s meetings & all relevant reports/ data is prepared;
• Prepares agendas, reserves and prepares facilities, and records and transcribes minutes/ protocol of all meetings;
• Keeps manager on schedule for reports submission and insures all the needed information obtained;
• Organizes and maintains file system, and files correspondences, contracts and other records.
• Arranges and coordinates travel schedules and reservations, handles expenses reports. Arranges visits for CFO guests.
• Manages and follows office attendance and office management (office equipment, days off, communications)
• Properly communicate both orally and in writing and proofread material for the CFO to ensure communication is appropriate.
• Manages CFO tasks using task management system; Follow up; reminders; reports to the CFO.
• Following the CFO projects and implementation of work plans.
• Monitoring, controlling and supporting tasks performance of the Finance department.
• Managing and monitoring Finance KPIs
• Initiating and developing reports and tools in order to follow-up on the performance of Finance department.
• Preparing presentations and reference materials for Management meetings.
• Managing monthly reports submissions.
• Preparing ongoing reports of the Finance activity for senior management presentations.

Requirements:

• Proactive, energetic & independent
• Result oriented and quick response
• Proficient in MS-Office tools; Excel, Word and PowerPoint are must.
• Academic education: Bachelor’s Degree and at least 3 years of equivalent administrative experience working with higher management in another global or large company.
• Excellent interpersonal & communication skills, ability to work as a team and build good working relationships with senior counter parts.
• High level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.