Job Description
The Executive Assistant and Finance Officer provides critical support to the CEO, Executive Manager, and CFO by managing a range of executive administrative duties and assisting with basic financial tasks. This role demands a high level of professionalism, discretion, and attention to detail, with the ability to manage multiple priorities and interact effectively with internal teams and external stakeholders.
This position plays a key role in ensuring the efficiency of executive operations and contributes to the financial administration of the organization, supporting both strategic and day-to-day activities.
Job Title
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Executive Assistant & Finance Officer
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Bachelor’s degree in Business Administration, Supply Chain Management, Finance, Accounting, or a related field.
- Minimum of 2–3 years of experience in an executive assistant or administrative support role or 2-3 years of experience in bookkeeping and financial administration.
- Client-facing experience and the ability to manage internal and external stakeholder relationships.
- Skilled in organizing complex calendars, coordinating meetings, and arranging travel with minimal conflicts or errors.
- Proficient in handling emails, phone calls, and correspondence on behalf of senior executives with clarity and professionalism.
- Able to draft, edit, and format business reports, presentations, memos, and meeting minutes.
- Demonstrates high integrity in handling confidential information and sensitive documents.
- Capable of communicating effectively with internal and external stakeholders, acting as a representative of the CEO and Executive Manager.
- Understanding of expense tracking, reconciliation, and financial record-keeping (with support from the finance team).
- Ability to liaise professionally with clients regarding payments, outstanding invoices, and other billing concerns.
- Experience or willingness to learn financial/accounting software Xero.
- Advanced knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and/or Google Workspace.
- Comfortable using project management and collaboration tools (e.g., Trello, Asana, Slack, Microsoft Teams, Zoom).
- Able to manage multiple tasks and deadlines effectively, with minimal supervision.
- Comfortable adjusting to shifting priorities in a dynamic, fast-paced environment.
- Works well across departments and with diverse teams; promotes positive working relationships.
Job Responsibilities
- Executive Support:
● Manage and coordinate the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
● Handle emails, phone calls, and other communications on behalf of the CEO.
● Prepare business documents, presentations, reports, and meeting agendas.
● Organize and maintain confidential records and filing systems.
● Serve as a liaison between the CEO and internal/external stakeholders.
● Support project coordination and follow up on key action items and deadlines. - Basic Bookkeeping & Financial Assistance:
● Assist in tracking and reconciling personal financial transactions for the CEO or designated executives.
● Maintain accurate records of expenses and assist in generating basic financial reports, with guidance and training from the finance team.
● Communicate with clients regarding payments, invoices, and other billing-related concerns in coordination with the finance team. - Other Duties:
● Provide administrative and operational support to the Executive Manager and CFO as required.
● Perform other ad hoc tasks and projects as assigned by senior leadership.
Good luck and God Bless!