Executive Assistant - DOCUmation, Inc.

Position Announcement

Position: Executive Assistant to CFO
Department: Administration
Reports To: CFO
Salary Grade: Exempt/Salary/Full-Time
Location: San Antonio

Description:
The Executive Assistant to the CFO provides high-level administrative support to the CFO, including handling sensitive financial information and contributing to financial reporting processes. This position requires a strong grasp of QuickBooks, financial data analysis, and the ability to manage complex financial documentation. The role also demands exceptional organizational skills, multitasking ability, flexibility, and excellent interpersonal skills. The Executive Assistant will also support additional executives as needed.

Responsibilities:

• Financial Reporting & Data Management:
  • Assist in preparing financial reports, including data analysis and financial statement preparation.
  • Manage and utilize simple QuickBooks for financial tracking, reporting, and
  • Organize and prepare financial data for executive review.
• Administrative Support:
  • Schedule, coordinate, and manage the CFO’s calendar, including meetings and appointments.
  • Prepare and edit meeting agendas, slides, and documentation for executive meetings.
  • Screen phone calls, direct calls to appropriate parties, or take messages as needed.
  • Coordinate travel arrangements for the CFO and other executives.

• Back-up Coverage for Front Desk

• Expense Management:
  • Prepare and manage expense reports and reimbursement requests for the CFO and other executives.
• Project Coordination:
  • Coordinate and manage special projects, ensuring deadlines are met and deliverables are completed.

Experience & Required Skills:

• Three to five years of administrative experience, preferably in a financial or executive setting.
• Strong experience with QuickBooks and financial data management.
• Ability to handle multiple assignments and projects simultaneously.
• Strong organizational skills and attention to detail.
• Ability to maintain confidentiality, especially regarding financial data.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
• Excellent verbal and written communication skills.

Education and Certification:

• Bachelor’s degree preferred, especially in Business, Finance, or a related field.

Physical Requirements:

• Manual dexterity and sitting for extended periods.
• Frequent standing and walking.
• Occasional bending, stooping, kneeling, reaching, and crouching.
• Visual acuity to read printed and electronic documents.
• Ability to lift and/or exert force up to 40 pounds occasionally and 10 pounds frequently.

Note: This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

See job description