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Executive Assistant to the Chief Financial Officer (Immediate Opening)

School Year: 2022-2023
Location: Headquarters-Rio Grande Valley
Region: Headquarters - Rio Grande Valley, TX
Category: Headquarters
Job Type: Full-Time

Description

Executive Assistant to CFO

Office of the CFO

 

Position overview:

The Executive Assistant to the Chief Financial Officer is responsible for providing high-level administrative support to the CFO and Finance Senior Leadership Team. Responsibilities require the exercise of independent judgment, knowledge of the specific area of assignment, and overall organizational activities.

This is a hybrid position based in Texas with preference given to candidates who live in the Rio Grande Valley or who are willing to relocate. The Executive assistant will be part of the Finance Team which supports the organization on a national level.

Compensation & Benefits:

Salaries for people entering this role typically fall between $50,500 and $59,600, commensurate with relevant experience and qualifications and in alignment with internal equity. This role is also eligible for a performance bonus based on individual and organizational performance and goal attainment. 

 

Additionally, we offer medical, dental, vision, and supplemental benefits as well as retirement plans and a generous vacation package. You can find more information about our benefits at https://ideapublicschools.org/careers/benefits/.

 

In this role you will:

  • Maintain executive's appointment schedule by planning, scheduling, and confirming meetings, conferences, and teleconferences
  • Coordinate travel arrangements for CFO and senior leaders as requested
  • Assist with calendaring and communication of pre-meeting requests and post-meeting follow-ups
  • Conserve executive's time by drafting written communications; collecting and analyzing information
  • Prioritize conflicting needs, handle matters expeditiously, and follow through on projects to successful completion, often with deadline pressures
  • Assist in securing meeting space/location and work with the vendor on meeting rooms and lodging needs to secure a space needed for each specific event, while staying within budget
  • Ensure Finance Team related procurement is in compliance with local and legal policy
  • 100% of all goods or services are procured with an approved purchase order in Tyler Munis within 2 business days of request (with the exception of procurement card purchases)
  • 100% of all goods or services are received in Tyler Munis within two business days and 100% of receiving record(s) are attached in the Tyler Munis system
  • Reconcile 100% of procurement-card(s) assigned weekly and statement (s) reviewed by the 2nd business day of every month
  • Ensure that all procurement card transactions have adequate description and appropriate GL account code allocation and request missing receipts from purchase card holders
  • Operate within budgetary and compliance requirements established by organizational policies
  • Process check deposits of all items coming to IDEA Weslaco Headquarters through deposit scanner twice a week and allocate all checks with appropriate GL account string
  • Maintain a report for the entire fiscal year
  • Distribute report via email to appropriate parties including back up documentation after deposit has been completed
  • Submit requested Finance Team discretionary budgets in Tyler Munis and via the Excel template by the provided deadline
  • Understand financial goals and strategic plans to better recommend necessary reallocation of resources as needed
  • Manage current discretionary budgets by regularly updating CFO regarding the status of discretionary budgets, submitting necessary transfers, and entering requisitions
  • Review Monthly Financial Planning reports for errors on discretionary accounts and report errors to their budget partner

 

Required education/experience:

  • Bachelor’s degree or related work experience preferred
  • Three to five years of successful experience supporting executives in a fast-paced, quickly changing, and highly ambiguous environment

Required technology:

  • Computer proficiency and technical aptitude with the ability to use Microsoft products, including PowerPoint and Excel, experience with customer service platforms and other finance databases.
  • Strong outlook calendaring knowledge and skills.

 

Preferred skills/experience:

  • Proven ability to work effectively in a team environment with associates.
  • Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.
  • Comfort with collaboration and coordination of relationships with decision makers and influencers of organizations
  • Detail oriented
  • Excellent communication and organization skills.

 

Goals:

As part of the Finance team, you will contribute to reaching the following ambitious goals:

  1. 100% of Finance VPs and Directors agree that the level of support provided in the execution of team convening and related team priorities meets or exceeds expectations.
  2. 90% completion of Finance required professional development logistics and 95% customer logistics satisfaction by region.
  3. 100% of all goods or services are procured with an approved purchase order in Tyler Munis within 2 business days of request (with the exception of procurement card purchases)
  4. 100% of procurement card expenses submitted by the 2nd Business day of the preceding month that the expense occurred
  5. 100% of checks deposited within three business days of date received including proper documentation, communication to teams and record retention

 

Physical Requirements: (Optional)

·           Must be able to sit for extended periods of time without being able to leave the work area.

·           Must be able to work independently with minimal supervision. 

·           Must be able to lift and carry or otherwise move 15 pounds (occasionally)

 

Diversity, Equity, and Inclusion

At IDEA we recognize that racism, bias, and privilege exist in society. We are committed to an organizational culture that promotes awareness and inclusivity for our students and staff and supports their path to positively impact our broader society. We are committed to recognizing the impact of racism and privilege, and commit as an organization to have equitable practices, policies, and structures.  Visit https://ideapublicschools.org/dei/ to learn about IDEA’s Diversity, Equity, and Inclusion Anti-Racist and Anti-Bias commitment.

 

Learn more about IDEA

 

 

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