Executive Assistant to CFO

San Francisco, CA

Requisition Description

Join premier, global, law firm in this fast-paced and highly visible role providing administrative and project management assistance to the CFO!

• Ensure exemplary client service to all internal and external clients; proactively promote client service throughout department and among teams; respond to peer requests with recognition that request serves a client or Firm need.
• Ensure confidentiality of all information; apply discretion and knowledge of protocols to ensure that confidential information is shared or distributed only at appropriate levels.
• Manage communications to and from CFO; respond diplomatically to internal and external phone and email inquiries.  Apply judgment in determining which inquiries should be forwarded to CFO for resolution.  Resolve or facilitate resolution of inquiries not forwarded.
• Assist with inquiries from vendors, independently determining appropriate person or department in the Firm to address or provide direction for a particular inquiry.
• Ensure administrative needs of CFO are met, including preparation of reimbursements, copying, faxing, meeting materials, office organization, etc.
• Prepare and edit documents and communications; assist in the preparation and distribution of often highly confidential material, including editing and revising PowerPoint presentations.
• Collaborate on and proactively initiate administrative projects to support CFO and to address process improvement.
• Manage and calendar meeting requests for CFO, using judgment and discretion to ensure appropriate prioritization.
• Manage complex scheduling for high level meetings with CFO and other Firm management; facilitate participation in meetings, applying judgment based on key participant availability and other factors.  Coordinate closely with participants and their assistants to ensure seamless service.
• Manage content and preparation for staff, organizational meetings, etc., including soliciting topics, preparing agendas, preparing and distributing meeting materials, organizing schedules, meeting room details and setups, etc.  Prepare materials with appropriate content and format depending on type of meeting, level, participants, etc.
• Manage and make travel arrangements for CFO; develop travel itineraries, coordinate with offices, external constituents, etc.
• Research, as appropriate, documentation requirements for travel to foreign jurisdictions and facilitate obtaining all required documents.
• Assist in numerous aspects of planning and implementing projects and initiatives; take lead role as assigned.

Ideal Candidate       

• Bachelor’s degree strongly preferred.
• Five or more years as an executive assistant or assistant to a senior executive or senior professional services partner preferred.
• Law firm or professional services experience preferred.
• High level of communications skills.  Ability to interact diplomatically and confidently with senior management and all levels of law firm personnel.  Ability to represent CFO with consistently high professionalism.
• Ability to keep confidential any information, observations or viewpoints regarding Firm personnel or matters, and ability to diplomatically respond to inquiries into confidential issues.
• Advanced technology skills, with high proficiency in MS Word, Excel, PowerPoint, and Outlook.
• Strong research skills and proficiency in utilizing electronic searches and databases.
• Excellent organization skills, and the ability to simultaneously manage multiple highly detailed projects.
• Ability to analyze needs and to determine priorities based on general direction and business objectives.  Ability to apply effective independent judgment.
• Excellent attention to detail and follow-through.
• Ability to maintain composure under pressure.
• Ability to prioritize conflicting demands.
• Ability to maintain a flexible work schedule and to work overtime.

$90k to $120k, plus overtime and bonus.

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