Executive Assistant

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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.

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We are currently operating with a flexible, hybrid approach and giving our teams the ability to operate in the way that works best for them!

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