Administrative and Executive Support
Executive Assistance:
Manage the EVP’s daily schedule, including appointments, meetings, and travel arrangements, ensuring optimal use of time and resources.
Handle incoming and outgoing communications on behalf of the EVP and maintain a professional demeanor in all forms of correspondence.
Prepare financial documents, reports, and presentations for meetings and negotiations to support decision- making processes.
Document Management:
Ensure confidentiality and secure handling of sensitive information
Maintain an organized filing system for all critical documents pertaining to financial and operational management.
Financial and Operations Management
Financial Oversight:
Assist in the development, execution, and monitoring of the organization’s budget, financial forecasts, and operational adjustments.
Support the financial audit processes, and ensure compliance with accounting, legal, and regulatory requirements
Analyze financial data and performance; prepare reports and projections based on this analysis.
Operational Efficiency
Streamline administrative functions, human resources, and information technology to facilitate smooth office operations.
Improve operational systems, processes, and best practices that guarantee organizational well- being. Purchase materials, plan inventory, and oversee office efficiency.
Project Management:
Lead and support organizational projects ranging from infrastructure development, software upgrades, to process reengineering.
Apply project management tools and techniques to ensure timely delivery of projects that align with organizational goals.
Risk Management and Compliance:
Identify risks associated with operational and financial functions and implement measures to control risks.
Maintain compliance with federal, state, and local legal requirements by studying existing and new legislation; anticipate future legislation, enforce adherence to requirements, and advise management on needed actions
Strategic Initiatives and Relationship Management
Strategic Planning Support:
Facilitate the integration of strategic plans with daily operations, enhancing organizational excellence.
Contribute to the strategic planning of the organization with the EVP; participate in organizational reviews and impact assessment.
Stakeholder Engagement:
Serve as a point of contact between the EVP and other stakeholders including board members, financial institutions, clients, and internal departments.
Manage and strengthen stakeholder interactions and communications, providing timely and accurate information flow
Team Collaboration and Leadership:
Lead by example in fostering a culture of professionalism, timely feedback, and continuous improvement within the organization.
Coordinate with various department heads to enhance contributions to the organization’s goals and assist in resolving potential conflicts effectively
Communication and Reporting
Effective Communication:
Produce, maintain, and report all required operational and financial records including quarterly reports, incident reports, and others as needed.
Facilitate effective communication strategies and practices within the organization to enhance transparency and understanding of financial and operational policies.
Training and Development
Mentor and develop staff using a supportive and collaborative approach: establish and monitor staff performance and development goals, assign accountabilities, set objectives, establish priorities, and conduct annual performance appraisals.
