Executive Assistant/Project Administrator

Executive Assistant/Project Administrator To CFO

The Executive Assistant/Project Administrator to CFO provides high-level administrative support to the Senior Leadership Team as assigned. As a highly organized coordinator of people and processes, the Executive Assistant/Project Administrator serves as a key support to the Senior Leadership Team of Inmar, enabling the achievement of organizational objectives and key results.

Additionally, this position is an integral part of the Finance team responsible for the planning, execution, and delivery of various projects. The Executive Assistant/Project Administrator to CFO will consult with Finance to identify and define requirements, create project plans and assist with the timely and accurate implementation of initiatives. Reporting directly to the CFO, the Executive Assistant/Project Administrator plays a primary role in facilitating the general management of the group, coordinating time, resources, and communication (internal and external) dedicated to strategic priorities, and managing projects involving key stakeholders across the organization.

Primary Accountabilities:

Administrative (50%)

Provide high-level administrative support and assistance to the Executive Leadership and/or other assigned leadership staff

Perform a wide range of administrative and general support duties of a highly responsible and confidential nature in support of the Senior Leadership Team

Maintain and prioritize daily schedules and workload.

Work independently, receiving a minimum of detailed supervision and guidance, and assist in the planning of team building, town halls, and leadership events

Perform clerical and administrative tasks including drafting letters, processing invoices and reports, scheduling appointments, and coordinating meetings

Proactive management of travel and priority juggling again calendar. Match calendar up with priorities, ensure priorities are constantly being updated and understood

Work collaboratively with leaders to drive the agenda for regular meetings

Demonstrate the ability to take concepts and turn them into working drafts for presentations and communications

Receive incoming communication or memos on behalf of senior staff, review contents, determine importance, and summarize and/or distribute contents to appropriate staff

Responsible for maintaining records and performing additional duties as assigned by executives

Project Administration (50%)

Demonstrate project administrative skills to help facilitate planning and execution of department initiatives and deadlines

Demonstrate basic knowledge of the cadence of planning processes

Coordinate internal resources and third-party vendors for the flawless execution of projects

Ensure resource availability and allocation

Ensure that project milestones/goals are met and adhere to timeliness and approved budgets

Mission plan processes to identify enhancement and efficiency opportunities

Responsible for gathering and maintaining required documentation and signoffs according to internal policies

Oversee and lead recurring team meetings to prioritize objectives, monitor efforts in progress, and assist the team with roadblocks where needed

Track at-risk metrics and facilitate action planning to keep projects on track

Qualifications:

Bachelor's degree in business or related field preferred

7+ years of experience working as an Executive Assistant or any equivalent combination of experience and training that provides the required knowledge, skills, and abilities needed to complete the job responsibilities

Demonstrated project administrative experience

Excellent verbal and written communication skills

Excellent organizational skills and attention to detail

Excellent time management skills with a proven ability to meet deadlines

Ability to function well in a high-paced and at times stressful environment

Experience with Oracle ERP or comparable financial system as an end user, not as a transaction processor, a plus

Ability to interact and develop relationships within the banking/financial institutions community

Extremely proficient with Google Suite/Microsoft Office Suite or similar software with the ability to learn new or updated software

Individual Competencies:

Communication: Ability to give and receive messages and information in written, oral, and visual formats clearly and succinctly for a complete understanding of meaning and intent. Must possess excellent written and verbal communication skills and ability to interact successfully and collaboratively with others

Innovation: Ability to develop, sponsor, or support the introduction of new and improved methods, products, procedures or technologies.

Analytical and Critical Thinking: Ability to tackle a problem using a logical, systematic sequential approach.

Problem-Solving: Gathers and analyzes information to generate and evaluate potential solutions to problems, issues, and challenges while

weighing the accuracy and relevance of the facts, data, and information.

Accountability: Sets clear goals, objectives, expectations, and responsibilities and monitors the process, progress, and results to hold self and

others accountable for measurable actions and results.

Effective Execution: Gathers and analyzes information to generate and evaluate potential solutions to problems.

Teamwork: Builds relationships and works cooperatively with others, inside and outside the organization, to accomplish objectives, leverage information and achieve results

Collaboration: Works collaboratively with others to achieve group goals and objectives

Authenticity: Builds legitimacy by being positive, and trustworthy, and promoting openness through honest and ethical relationships

Continuous Learner: Demonstrated ability and desire to continue developing and growing as a professional through a combination of on the job and independent efforts to enhance professional capabilities

The physical demands described here are representative of those that must be met by an associate to successfully perform the major job responsibilities (essential functions) of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform major job responsibilities. This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.

While performing the duties of this job, the associate is:

Regularly required to use hands to finger, handle or feel objects, tools or controls, and reach with hands or arms

Regularly required to talk or hear and read instructions on a computer monitor and/or printed on paper

Prolonged periods of sitting at a desk and working on a computer

Occasionally required to stand, kneel or stoop, and lift and/or move up to 15 pounds

Frequently required to view items at an extremely close range and must be able to adjust and readjust focus

As an Inmar Associate, you:

Put clients first and consistently display a positive attitude and behaviors that demonstrate an awareness and willingness to listen and respond to clients to meet their short-term and long-term needs, and requirements and exceed their expectations

Treat clients and teammates with courtesy, consideration and tact; you also can perceive the needs of internal and external clients and communicate effectively with the objective of delighting and retaining the client

Build collaborative relationships and work cooperatively with others, inside and outside the organization, to accomplish objectives, develop and maintain mutually beneficial partnerships, leverage information and achieve results

Set and attain achievable, yet aggressive, goals with a sense of urgency and accountability

Understand that results are important and focus on turning the mission into action to achieve results following the principles of flawless execution while consistently complying with quality, service and productivity standards to meet deadlines and exceed expectations by giving

our clients the best possible outcome.

Support a safe work environment by following safety rules and regulations and reporting all safety hazards

At Inmar, we put people first and that means empowering our associates to thrive at every stage of life and career. Our comprehensive and competitive benefits package is thoughtfully designed to support a wide range of lifestyles and life stages.

Eligible associates have access to:

Medical, Dental, and Vision insurance

Basic and Supplemental Life Insurance options

401(k) retirement plans with company match

Health Spending Accounts (HSA/FSA)

We also offer:

Flexible time off and 11 paid holidays

Family-building benefits, including Maternity, Adoption, and Parental Leave

Tuition Reimbursement and certification support, reflecting our commitment to lifelong learning

Wellness and Mental Health counseling services

Concierge and work/life support resources

Adoption Assistance Reimbursement

Perks and discount programs

Please note that eligibility for some benefits may depend on your job classification and length of employment. Benefits are subject to change and may be governed by specific plan or program terms.

We are an Equal Opportunity Employer, including disability/vets.

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