JOB SUMMARY

As an Administrative Assistant, you will provide essential administrative support in office to facilitate the smooth operation of the National Finance Office. You will perform a variety of tasks, including managing correspondence, scheduling meetings, and handling administrative requests, as they pertain to the National Finance Office. Your strong organizational skills, attention to detail, and ability to multitask will contribute to the efficiency and effectiveness of the department and the overall success of the organization.

JOB DESCRIPTION

Administrative Support:

• Manage and prioritize incoming communications, including emails, phone calls, and mail
• Draft and edit correspondence, memos, reports, and other documents
• Maintain accurate records and databases, ensuring data integrity and confidentiality
• Assist with expense tracking and reimbursement processes

Calendar Management and Scheduling:

• Maintain and update calendars, scheduling and coordinating appointments, meetings, and/or conferences
• Send meeting invitations, prepare meeting agendas, and ensure timely distribution of relevant material
• Coordinate and schedule conference calls, video conferences, and other virtual meetings

Finance-related Tasks:

• Bank deposits
• Process client payments
• Annual W-9 updates
• Scan financial documents securely
• Liaise between NFO and Tax teams regarding clients documentation

REQUIRED EDUCATION AND EXPERIENCE

• High School Diploma (or GED or High School Equivalence Certificate)
• 1 – 2 years of relevant experience
• Proficient in using office software and tools, including MS Office Suite (Word, Excel, Outlook, PowerPoint)

PREFERRED EDUCATION AND EXPERIENCE

• Software: Engagement, CCH Prosystem FH, Axcess Tax, Axcess Document, Axcess Workstream, Maconomy, Safesend

OTHER DUTIES

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

Finance-related Tasks:

• Bank deposits
• Process client payments
• Annual W-9 updates
• Scan financial documents securely
• Liaise between NFO and Tax teams regarding clients documentatio