Strategic Executive Assistant to CFO & Finance Team

Ollie; Paxtonia (PA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Medical, dental, vision coverage

401K with company match

Employee discount

Voluntary benefits

Career development opportunities

Job summary

Ollie is seeking an experienced Executive Assistant to support the Chief Financial Officer and Finance leadership. The role manages complex calendars, travel, meetings, and confidential materials while coordinating Board and investor relations activities.

The ideal candidate has 5+ years supporting senior executives, excellent organizational skills, and proficiency with Microsoft Office and board portals. A discreet, professional demeanor is essential for success in a fast-paced environment.

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).
• Experience managing complex calendars, executive travel, confidential information, and competing priorities.
• Excellent organizational skills with the ability to manage multiple priorities and tight deadlines.

Responsibilities

• 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.
• 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.
• 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.

Skills

Executive calendar mgmt

Travel coordination

High-level communication

Discretion & confidentiality

Multi-priority management

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office Suite

Board portals

Expense management systems

AI-enabled tools

Job description

Ollie is seeking an experienced Executive Assistant to support the Chief Financial Officer and Finance leadership. The role manages complex calendars, travel, meetings, and confidential materials while coordinating Board and investor relations activities.

The ideal candidate has 5+ years supporting senior executives, excellent organizational skills, and proficiency with Microsoft Office and board portals. A discreet, professional demeanor is essential for success in a fast-paced environment.