Executive Assistant
Recently named Best Place to Work by MM&M, The Holmes Report, PR News, PRWeek, and AdAge, Real Chemistry is an integrated marketing and communications firm powered by analytics and specializing in healthcare. We are currently looking to add talented professionals to our growing team. This is a great opportunity to join a dynamic, fast-growing global agency.
We are seeking an Executive Assistant to the Chief Financial Officer.
The essence of the role is to enable the CFO to go seamlessly through their day, confident that all of their needs are being anticipated and met, and that they are undistracted and focused on their priorities. The Executive Assistant reports to the CFO’s Chief of Staff and works hand-in-glove with the Chief of Staff to optimize the CFO’s time.
The Executive Assistant is guided by five principles:
1. Driven by the ‘customer’ experience – they put themselves in the shoes of ‘their customer’ – be it the CFO they directly support or others inside/outside Real Chemistry – and makes decisions or recommendations about what to do accordingly
2. Considers and acts on ‘the un-thought of’ – they ask themselves and colleagues questions to get at the ‘un-thought of’
3. Leans on colleagues when needed – they know their colleagues each have unique strengths, creativity and energy and they tap into it to complete themselves. They courageously, and always, ask for help
4. Has systems that keep them organized – enabling them to continually prioritize, ensuring nothing slips through cracks and raising red flags (and solutions), early and often
5. Embraces a continual process of improvement – they make the time, after experiences large, small and in-between, to assess what should be repeated/what we should do differently and then codify it
All employees are working remote for the time being. The CFO is based in San Francisco but we are open to a fully remote role in a city based in the Pacific or Mountain time zone.
Essential Functions
Provide sophisticated calendar management: prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements and the CFO is equipped with all the materials he needs for each interaction
Keep the CFO well informed of upcoming commitments and responsibilities -- effectively and efficiently -- following up as needed
Schedule and manage – soup to nuts – local, domestic and international travel
Provide support to the Board of Directors; arrange and handle all logistics for Board meetings
Complete, submit, and track expense reports; reconcile credit card charges
Coordinate internal meetings including: ordering food, booking restaurants, securing IT/AV support, and handling document needs
Ensure the CFO’s IT/tech tools are meeting his needs
Maintain accurate and complete files, easily accessing key documents when needed
Work outside of traditional business hours to accommodate the schedule of the CFO
Complete a broad range of administrative tasks, including assisting with special projects, ad hoc research and external meetings
Collaborate closely with the CFO’s Chief of Staff and colleagues in administrative roles to get the job done
Skills and Experience
Minimum 6-8 years’ Executive Assistant experience supporting executives in mid to large size company with international presence; our strong preference is for a candidate that has worked for a financial institution and/or has provided administrative support to a senior finance executive or finance team
Advanced knowledge of MS Office, including Excel and PowerPoint, and ability to compile and organize multiple spreadsheets and slides
Familiarity with financial terminology, concepts and processes
Experience with and the ability to work well under tight deadlines and respond to rapidly changing demands
Exceptional organizational skills and excellent attention to detail
Recognize and appropriately handle highly sensitive and confidential material
Flexible, resourceful team player comfortable in a fast-paced environment
Professional presence and demeanor - in person, on the phone and in writing
#MakeItHappen attitude, performing with a sense of urgency and with a service orientation
Understand and support the goals, strategies, vision, and culture of W2O Group
Bachelor’s degree or equivalent experience, preferably in Finance or Business
Real Chemistry offers a comprehensive benefit program and perks, including flexible PTO, expanded paid leave for new parents including Your 4th Trimester ® , a program that helps new parents transition back to work, and a five-week sabbatical program. Other perks include Income Protection, Retirement plans/401(k) match, and cell phone savings plans. Learn more about our great benefits and perks at: http://www.realchemistry.com/
Real Chemistry is committed to being an Equal Opportunity employer. As such, we seek motivated and qualified applicants without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity/expression, ethnic or national origin, age, physical or mental disability, genetic information, marital information, or any other characteristic protected by federal, state, or local employment discrimination laws where Real Chemistry operates. We strive to employ, motivate, advance and reasonably accommodate any qualified employees and applicants. We believe diversity of persons and ideas forms the most comprehensive, forward-looking company.