DEPARTMENT: Finance
REPORTS TO: Executive VP of Business Operations & CFO
FSLA: Exempt
EMPLOYMENT STATUS: Regular/Full-time
POSITION SUMMARY:
Manage the calendar, perform daily administrative tasks and provide support for the EVP of Business Operations and CFO and serve as recording secretary for ASO Finance Committee, SD&A Board of Directors and Encore Park for the Arts Board of Trustees meetings (and ASO Board of Trustees and ASO Executive Committee meetings). Perform supportive administrative and accounting tasks for the Finance department.
Work Schedule:
Working hours are 9:00 a.m. to 5:00 p.m. Monday through Friday. Additional hours are required on and around meetings.
Essential Duties and RESPONSIBILITIES include the following:
1. Manage Administrative Workflow:
· Develop and maintain current working knowledge of responsibilities and projects of EVP & CFO
· Read and route incoming mail for EVP & CFO
· Manage and inform EVP & CFO of calendar
· Help prepare for scheduled meetings
· Make travel arrangements
· Answer and screen phone calls
· Provide additional assistance and support as requested
2. Recording Secretary:
- Take, prepare, distribute and maintain minutes at ASO Finance Committee, SD&A Board of Directors and Encore Park for the Arts Board of Trustee meetings
- Coordinate ASO Finance Committee, SD&A, and Encore Park board meetings, including meeting room and refreshment set-up
- Assist in document preparation, document distribution and provide other assistance and support as requested
3. Meeting Management:
- Take and maintain notes for EPA/CPA Taskforce, Chasing 5.5 and other meetings as needed for EVP & CFO meetings as well as Finance meetings
- Coordinate logistics for all EVP & CFO meetings including ASO Board and Executive Committee meetings, as well as Finance meetings
- Assist in meeting document preparation, document distribution and provide other assistance and support as requested
4. Finance Department Support:
- Provide clerical support to Finance department
- Receive special assignments from Controller
- Maintain leave balances daily for staff and distribute leave as needed
- Coordinate calendars and meetings for department
5. Additional Responsibilities as needed:
- Manage VZW sponsorship trade valued at over $55k annually including equipment maintenance and service for 29 users
- Develop working knowledge of Archtics to assist Contemporary Entertainment Box Office with VIP ticket orders
SPECIFIC CONDITIONS OF WORK:
While conditions may alter the amount of time spent on any one area, the time spent on the position responsibilities can be expected to be as follows:
- Assist EVP & CFO 90%
- Finance department support 10%
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education/Experience:
- Minimum four year college degree (BA/BS) preferred
- Minimum of three years administrative experience
Additional Skills and Abilities:
- Highly business like in overall communication and appearance
- Excellent written and oral communication skills
- Demonstrated customer service skills
- Friendly, helpful attitude
- Works well and comfortably with a wide range of people
- Maintains confidentiality
- Excellent ability to multi-task, prioritize and plan work
- Dependable, efficient, effective
- Proficiency with MS Word, Excel and PowerPoint
- Ability to work independently, perform multiple tasks and possess good problem solving skills
Physical Demands/Work Environment:
The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Some standing, walking, bending, frequent use of hands, stooping and light lifting (at least 10 pounds) is needed.
- The noise level in the work environment is usually moderate.
Please submit resume and cover letter containing salary requirements by clicking here to apply