Job Description
Executive Assistant, Office of the CFO
DEPARTMENT OVERVIEW:
The Office of the Chief Financial Officer provides strategic oversight and guidance of all financial activities organization wide, including financial activities in all 23 country offices. The Office also serves as the liaison with Pathfinder’s Audit Committee, Finance & Investment Committee and External Audit Firm.
POSITION PURPOSE:
The Executive Assistant provides a range of administrative support services to the CFO of Pathfinder International and Finance staff to promote efficient delivery of services and, where applicable, effective management of the Finance office. She/he maintains high standards of professionalism, efficiency, personal
communication, discretion and independent judgment. In working with internal and external contacts, including board members, she/he deals with a wide range of highly sensitive issues under tight deadlines/pressures. Reports directly to the CFO.
KEY RESPONSIBILITIES:
- Responsible for scheduling and managing the CFO’s calendar including prioritizing and resolving related conflicts and competing demands, proactively scheduling important meetings with internal and external individuals and maintaining an organized office.
- Organizes and coordinates international/domestic travel and related requirements to include: travel authorizations, flight tickets, hotel bookings, visas, airport transfers, expense reports. Ensures that all travel arrangements are in compliance with USAID regulations and Pathfinder procedures.
- Provides support in arranging Finance meetings including collation of speaking notes and/or briefing notes, handling logistics, such as conference registrations, room reservations (internal and external), and local travel.
- Works closely with the CFO on special projects and Audit and Finance & Investment Committee activities.
- Proofreads, answers, and composes routine correspondence both hand written and electronic, including donor and board communications and other partner related materials; prepares selective summaries and any follow-up actions for the CFO.
- Supports and coordinates Audit and Finance & Investment Committee meeting arrangements including teleconferences and minute taking as required.
- Coordinates, plans, and organizes small-to large-scale meetings.
- Performs general clerical duties to include but not limited to; transcribing dictation, scanning, copying, faxing, filing, and data entry. Collects and opens mail addressed to the Finance/Accounting; forwards correspondence to appropriate staff for action.
- Completes various forms, including: purchase requisitions, shipping requests, travel expense reports, requests for payment, consultancy agreements, etc.
- Undertakes special assignments/projects on a wide variety of issues as requested by the CFO and Finance Directors.
- Contributes to the excellent reputation of the CFO’s office through professional, friendly and respectful interactions internally and externally.
- Performs other duties as required and/or assigned.
Basic Requirements (Candidates must meet basic requirements to be considered for this job.)
BASIC REQUIREMENTS:
- College degree in business management or related field, or training in secretarial skills, office management and/or administrative studies.
- A minimum of 7-10 years supporting C- Level Executives.
- Strong organizational skills including the ability to manage calendars and effectively maintain records and files.
- Experience in organizing meetings, preparing and monitoring budgets, assisting with travel and hotel accommodations, and providing general office operations support.
- Demonstrated ability to achieve high performance goals in a complex and fast-paced environment.
- Very strong interpersonal skills and the ability to build and maintain professional, friendly, and cordial relationships with stakeholders, including staff, board members, external partners and donors.
- Highly resourceful team-player with the ability to also be extremely effective independently.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
- Expert level written and verbal communications.
- Proficiency in grammar, spelling and proofreading.
- Ability to understand and interpret policies and procedures as well as apply them with consistency.
- Working knowledge of telephone systems and standard office equipment such as fax machines and photocopiers.
- Strong computer skills including proficiency in Microsoft Office programs; Word, Excel, PowerPoint and Outlook.
PREFERRED QUALIFICATIONS:
- Experience supporting C-Level Executives, preferably in a non-profit organization.
- Additional foreign language skills, particularly in French, Spanish and/or Portuguese, a plus.
- Demonstrated interest in family planning and women’s issues.
Pathfinder International is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex,national origin, disability, or protected Veteran status.
About the Organization
Pathfinder International is driven by the conviction that all people, regardless of where they live, have the right to decide whether and when to have children, to exist free from fear and stigma, and to lead the lives they choose. Since 1957, we have partnered with local governments, communities, and health systems in developing countries to remove barriers to critical sexual and reproductive health services. Together, we expand access to contraception, promote healthy pregnancies, save women’s lives, and stop the spread of new HIV infections, wherever the need is most urgent. Our work ensures millions of women, men, and young people are able to choose their own paths forward.
