Executive Assistant – Workplace Coordinator

Jobtailor; United States; On-site; USD 90,000 - 120,000; Full time

Job summary

Jobtailor seeks an experienced Executive Assistant to support the CFO and Finance leadership. The role focuses on calendar management, travel coordination, and preparation of board materials in a fast-paced corporate environment.

Qualified candidates will demonstrate discretion, strong communication, and a track record of coordinating complex schedules and confidential information.

Qualifications

• Minimum 8 years of experience in a corporate environment as an executive assistant, administrative professional, office manager, or similar role.
• Excellent written and verbal communication skills with professional presence and sound judgment.
• High discretion with confidential, sensitive, and time-critical information.

Responsibilities

• Serve as the primary administrative contact for the CFO and support scheduling across the Finance leadership team.
• Manage calendars, prioritize inquiries, resolve conflicts, and anticipate preparation needs.
• Coordinate domestic and occasional international travel, itineraries, changes, and expense reports.
• Draft, proofread, format, and organize executive correspondence, presentations, board and committee materials, agendas, and Finance communications.
• Coordinate onsite, virtual, and offsite meetings, including logistics, materials, catering, A/V, guest access, and follow-up items.
• Liaise with internal teams and external stakeholders such as auditors, consultants, bankers, and vendors.
• Oversee office operations, facilities, security, IT, and maintenance providers for the Lake Forest office.

Skills

Executive Support

Project Coordination

Confidential Information Handling

Calendar Management

Customer Service

Tools

Microsoft Outlook

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Microsoft Teams

SharePoint/OneDrive

Job description

• Serve as the primary administrative point of contact for the CFO and support scheduling across the Finance leadership team
• Manage calendars, prioritize inquiries, resolve conflicts, and anticipate preparation needs
• Coordinate domestic and occasional international travel, itineraries, changes, and expense reports
• Draft, proofread, format, and organize executive correspondence, presentations, board and committee materials, agendas, and Finance communications
• Coordinate onsite, virtual, and offsite meetings, including logistics, materials, catering, A/V, guest access, and follow-up action items
• Liaise with internal teams, executive assistants, auditors, consultants, bankers, vendors, and other external stakeholders
• Serve as the primary Lake Forest office point of contact with building management, facilities, security, IT, maintenance providers, and vendors
• Oversee office supplies, kitchen, coffee, mail, conference rooms, repairs, service requests, visitor access, and meeting readiness
• Manage visitor and employee office experience, including reception coverage, badges, office communications, and troubleshooting
• Support office-related events, team meetings, executive visits, and cross-functional gatherings
• Support Finance-related projects by tracking timelines, deliverables, meeting notes, owners, and follow-up items
• Assist with Finance processes including audit requests, budget meetings, procurement workflows, and departmental communications
• Provide system support involving distribution lists, access requests, SharePoint/OneDrive organization, workflow logs, reports, and IT coordination
• Provide accounting and administrative support including invoice routing, coding, purchase orders, vendor setup, expense documentation, and reconciliation assistance
• Maintain organized electronic and physical Finance and office records with naming conventions, version control, and retention practices
• Support confidential Finance, executive, vendor, contract, audit, tax, insurance, and administrative records
• Identify workflow improvements, enhance Finance coordination and office efficiency, and perform assigned duties and special projects

Requirements

• Minimum of 8 years of experience in a corporate environment as an executive assistant, administrative professional, office manager, or similar role
• 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

Core Competencies

Demonstrates strong organizational and communication skills while managing multiple priorities and projects in a fast-paced corporate environment. Proficient in supporting executive functions, particularly in Finance, with a focus on confidentiality and efficiency.

Highest-signal resume keywords

• Executive Support Experience
• Project Coordination
• Microsoft Office Proficiency
• Confidential Information Management
• Basic Accounting Administration

Hard Skills

• Project Coordination
• Invoice Processing
• Expense Reporting
• Vendor Coordination
• Office Management
• Calendar Management
• Document Preparation
• Meeting Coordination
• Workflow Improvement
• Record Maintenance

Soft Skills

• Excellent Communication
• Customer Service Orientation
• Sound Judgment
• Discretion
• Ability to Manage Priorities

Industry Keywords

• Corporate Environment
• Finance
• Executive Assistant
• Administrative Professional
• Office Operations

Tools & Technologies

• Microsoft Outlook
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Word
• Microsoft Teams
• SharePoint
• OneDrive