Executive Assistant to CFO and CLO

GENERAL SUMMARY: 

4DMT needs a motivated, team-oriented, and experienced Executive Assistant. This role reports to the Administrative Operations Lead. The primary function of this role is to directly support the administrative needs for the Chief Financial Officer and the Chief Legal Officer and senior members of their functional areas.  This is a hybrid position, with two (2) in-office days arranged according to the business needs, which are subject to change, or as determined by the hiring manager. 

RESPONSIBILITIES:  

• Proactive Calendar Management: Direct management of C-Level daily calendar.  Coordinate key meetings with multiple calendars of senior members of the functional group.  Align priorities by effective communication across various stakeholders within the functional group and throughout the company. 
• Conference Logistics Coordination: Planning and coordination logistics of conferences and off-site meetings/events for departmental staff as required throughout the year.  
• Travel Planning:  Arrange domestic and international travel, including air and ground transportation, hotel reservations, out-of-town dining, and car rentals.  Complete registration for conferences and events. Prepare and update itineraries as arrangements change. Coordinate travel details with Investor Relations team and any outside parties arranging conferences and events.  
• Expense Reporting: Reconcile expense reports monthly using Nexonia. Collect and submit receipts in accordance with 4DMT policies for C-Levels and VP staff as directed. 
• Purchasing, Contracts, Invoices: Process contracts, purchasing, and payments using Ironclad and Coupa systems in alignment with company policies and according to departmental needs. 
• Ad Hoc Project Support: Provide non-routine project-based and administrative support to management, work team and/or department, handling high volume of competing requests (via multiple clients) that require professional discernment on appropriate urgency/prioritization to complete. 
• Document/ Presentation Production: Prepares and processes departmental paperwork, including non-routine correspondence, complex presentations, contracts, and detailed reports. 
• Back Up Support: Provide occasional backup Admin support for Sr. EA while on PTO, support other members on the 4DMT Administrative Team during PTO or peak activity as requested and approved by the manager 
• Other Duties as Assigned: Coordination of other departmental projects as assigned the department head(s) or by hiring manager.  Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time 

LEADERSHIP COMPETENCIES & BEHAVIORS  

• Situational Adaptability 
• Plans and Aligns 
• Self-Accountability 

• Collaborates 
• Drives Results 

• Ability to manage multiple, concurrent tasks and/or projects with the highest levels of professionalism, confidentiality, timely turn-around and client service. 
• Solutions-oriented approach to departmental/company challenges with the ability to identify/analyze scope of challenge, determine approach, compile data, and prepare reports and positive-change recommendations. 
• Strong communication skills, verbal and written.  Ability to independently write communications while also reviewing and editing departmental documents for grammar, style, and formatting 
• High level of self-accountability.  Works in alignment with high ethical standards that guide decision making in ambiguous circumstances. 
• Good Judgement and Discretion: The assistant to the CFO and CLO handles sensitive information and often works on plans well in advance of public knowledge. The Executive Assistant must hold matters in confidence and protect confidential information. 
• Exhibits flexibility with the ability to independently interpret policies and solve non-routine issues balanced with willingness to request clarification/assistance when difficulties arise. 
• Demonstrates understanding of how various functional groups in the company interrelate alongside a high EQ for influencing various stakeholders within the organization. 
• Flexibility to take on a wide range of responsibilities to support assigned management/department.  Ability to establish workflow and project priority based on assessment of strategic expectations and consideration of interdepartmental needs. 
• Aptitude for working in collaborative team environments with a focus on maturity, proactive communication, relationship building skills and resiliency. Willingness to collaborate with Administrators across the organization. 
• Curiosity and proactive learning mindset to support continuous growth both personally and for the business. 
• A “Self-starter” mindset that takes initiative to continuously improve processes for ongoing effectiveness of the department and company as a whole. 
• Willingness and ability to eventually guide/mentor junior administrative staff as the organization grows. 
• Professional and service-oriented demeanor. 

QUALIFICATIONS: 

TECHINICAL SKILLS: 

• Highly proficient user of Microsoft Office Suite (i.e. PowerPoint, Word, Excel, and shared collaborative tools such as Teams and SharePoint   
• Experience with procurement, expense reporting, and contract management tools. 

• Prior Experience supporting Finance and/ or Legal function highly preferred 
• Comfort in learning new technologies as to become proficient in desktop systems/internal software necessary to successfully perform assigned tasks. May be asked to become departmental “expert” and/or “trainer” in specified software platforms. 
• Demonstrates understanding of company policies and procedures and their application/impact on company operations and success. 
• Displays a working knowledge of the company’s mission critical goals and assists with the implementation of systems/ processes that the company needs to operate effectively and achieve optimal success. 

EDUCATION AND EXPERIENCE 

• B.A. (or equivalent degree) and 5 – 10 years of relevant work experience, or 
• H.S. Diploma, A.A. or A.S. and 8 – 12 years of relevant work experience 
• Previous experience working with Finance and or Legal team would be a considerable advantage  

Physical Requirements of the Role 

• Ability to move and lift at least 10 lbs. for setting up catering and receiving small shipments 
• Communication skills, both written and verbal 
• Primarily computer use and long periods of sitting 

Bay Area Range: $110,000/yr - $145,000/yr

Please note that compensation varies depending on a variety of factors including location, experience, etc.