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Administrative Assistant - Finance in San Francisco, CA at Goodwill San Francisco, San Mateo, Marin

Date Posted: 4/27/2018

Job Snapshot

Job Description

The Administrative Assistant position reports directly to the Chief Financial Officer with dotted relationships to the Finance Team, HR, and LP team as it relates to projects and efforts directly connected to the CFO.

Accountabilities:

BUSINESS RESULTS

  • Meet or exceed deadlines for internal customers
  • Maintain a high level of awareness and attentiveness when scheduling
  • Encourage and demonstrate clear, timely communication to support goals and objectives of the CFO.
  • Adhere to all company policies and procedures

LEADERSHIP RESULTS

  • Adhere and model Goodwill’s values: courage, possibility, community, and integrity
  • Exhibit the highest quality leadership in all interactions within the Goodwill community and our external and internal customers/stakeholders
  • Create visible impact through effective organization and execution of internal and external coordination
  • Exhibit creativity, resourcefulness, drive, and commitment to identifying solutions to problems and supporting business/agency needs

QUALITY OF WORK

  • Deliver consistent, high-quality work on all deliverables and work products
  • Attention to detail and deadlines.
  • Provide high levels of responsiveness to our external and internal customers
  • Exhibit high levels of collaboration and support across the organization and other units

TEAM CONTRIBUTION

  • Support other groups or units to help them achieve their plans

Responsibilities:

  • Maintain daily schedule for the CFO including internal meetings, conference calls involving multiple time zones, setting video conferences and external related meetings with donors, partners, investors, board members and other stakeholders.
  • Facilitate the Accounts Payable invoice processing and accounting functions.
  • Organize and coordinate board and board committee reports, including notices and preparing and distributing meeting materials.
  • Take and transcribe notes of Board committee meetings, and other important meetings, and supervise and arrange for the taking and preparation of such notes during periods of absence.
  • Prepare and monitor all governance and compliance requirements including annual survey, updating documents as needed and other compliance requirements under local, state, federal and contractual requirements
  • Coordinate travel schedules, both domestic and international. Prepare a detailed itinerary and travel and meeting related materials prior to departure.
  • Manage the grant and voucher process.
  • Assist with other duties such as file maintenance, photocopying, scanning, mailings, troubleshooting, and meeting planning and implementation.
  • Prepare and submit expense reports.
  • Update and maintain outlook contacts and work relationships.
  • Serve as a central point of contact for administrative tasks and functions.
  • Use the utmost discretion in working with confidential information
  • Support Goodwill colleagues when possible, providing timely answers to requests.
  • Draft correspondence, Powerpoint, and other business documents
  • In the absence of the CFO, ensures that requests for action or information are relayed to the appropriate staff member.
  • Maintain a current working knowledge of Goodwill policies and procedures to ensure consistency in carrying out the support functions.
  • Undertakes special projects with limited direction
  • Performs other duties as assigned
  • Manage the policy and procedures administration.

Job Requirements

  • Bachelor’s degree required
  • (5) years relevant work experience as an administrative assistant in a business or social enterprise environment
  • Must be able to work with little supervision, be detailed oriented, flexible in terms of hours and responsibilities, and able to organize multiple priorities and work deadlines
  • Demonstrated track record of sound judgment and professional maturity
  • High levels of professionalism and ability to work with senior level executives
  • Advanced knowledge and proficiency in Microsoft Windows and Microsoft Office and Microsoft Powerpoint
  • Strong written and verbal communication
  • High degree of political and interpersonal savvy with across varying levels of internal management, staff, stakeholders, and others
  • Ability to multitask and set priorities.