Finance Administrative Assistant Job Description

Finance Administrative Assistant Job Description

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Finance administrative assistant provides general administrative support to all departments within JBIO in areas of correspondence, file management, ordering of office supplies, sharing pertinent information.

Finance Administrative Assistant Duties & Responsibilities

To write an effective finance administrative assistant job description, begin by listing detailed duties, responsibilities and expectations. We have included finance administrative assistant job description templates that you can modify and use.

Sample responsibilities for this position include:

Computer proficiency in Microsoft Office, PowerPoint, Word, Excel, Adobe Acrobat
Technical assistance with creating Excel, PowerPoint & Word documents
Creation, editing and formatting of PowerPoint Presentations, correspondence and reports for internal and external clients
Booking of frequent travel for team members
Expense Reports for team members
Tracking of vacation days for the team
Organizing meetings, conference calls, luncheons and closing dinners
Answering overflow from voicemail and direct line into group
Meeting room management - booking rooms / catering / set up and clean up
Must have at least 2 years’ experience as an administrative assistant in a role supporting multiple people at various levels

Finance Administrative Assistant Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Finance Administrative Assistant

List any licenses or certifications required by the position: VAT, UNDP, TA, RSA, UCC

Education for Finance Administrative Assistant

Typically a job would require a certain level of education.

Employers hiring for the finance administrative assistant job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Finance, Accounting, Education, Communication, Business, Business/Administration, Associates, Management, Administration, Administrative Assistant

Skills for Finance Administrative Assistant

Desired skills for finance administrative assistant include:

Corporate and government cultures
General business
Excel
Financial rules and regulations and accounting principles
Microsoft Suite of software
Pertinent substantive areas of work
Spreadsheet and database packages
Experience in handling of web based management systems
General office practices and administrative procedures
Office management systems and procedures

Desired experience for finance administrative assistant includes:

Ability to deal with multiple projects and tight deadlines is crucial
Experienced in office procedures and light bookkeeping
Ability to work well both in a team environment and independently is required
Able to take initiative and focus on productivity
Willing to work longer hours with short notice when required
Support team management

Finance Administrative Assistant Examples

1

Finance Administrative Assistant Job Description

Job Description Example
Our growing company is searching for experienced candidates for the position of finance administrative assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for finance administrative assistant
  • Coordinating with different local or domestic-based support functions (Finance, procurement, etc)
  • On-boarding & off-boarding employees including, but not limited to, asset, equipment, and system administration
  • Maintaining reports such as organizational charts, expense reports, asset/equipment inventory
  • Acting as single point of contact for external/internal vendors for various business requirements
  • Set-up meetings and prepare Minutes of the Meeting and circulate with due approval
  • Maintaining system access requirements such as building badge access, sharePoint management, etc
  • Raise purchase request as required by the team for rewards and recognition events, supplies needed, etc
  • Prepare and maintain the list/inventory of assets/infrastructure and keep stakeholders informed
  • Room Reservation, meeting schedules
  • Provide administrative support for the Vice President Controllorship and brand VP's within NA Finance, Demand Planning groups
Qualifications for finance administrative assistant
  • Manage VP calendar - anticipating travel time & transportation needs
  • Orders supplies for floor in the most cost efficient manner
  • Schedule meetings (including breakfast & lunch meetings)
  • Assist with special projects as assigned by team
  • Work closely with other administrative resources within NA Region to assist w/ phone coverage, vacation coverage, assistance with critical special projects
  • Ensure all outside visitors are entered in lobby security (Workspeed)
2

Finance Administrative Assistant Job Description

Job Description Example
Our innovative and growing company is looking to fill the role of finance administrative assistant. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for finance administrative assistant
  • Assist in the reconciliation and day to day management of the Institute business travel account
  • Serves as a liaison to visitors
  • Assist in the research, compilation and organization of information for use by the department in the completion of reports and special projects
  • Notarize documents
  • Assist with and/or initiate accounts analyses, Summarize and make recommendations to Executive Assistant
  • Distribute financial statements after audit is completed to required parties (i.e., banks, financial institutions
  • Organize and maintain office files, and scan documents to reduce storage needs
  • Assist with completion of a variety of documents (i.e., tax exempt status filings, 990s, 5500s, benefits policy renewals, agreements, contracts)
  • Maintain certificates of insurance for the Institute
  • Maintain the file of certificates of insurance for external individuals who operate on caps (i.e., vendors, construction workers)
Qualifications for finance administrative assistant
  • Provide general information for internal and external inquiries
  • Assist in the reconciliation of monthly American Express charges to the Marketing Business Travel Account (BTA) and Promotion Business Travel Account (BTA) relating to artist travel in connection with promotional tours/appearances and non-employee travel in connection with radio contests
  • Review Columbia employee expense reports in the Databasics system for compliance with overall company and business unit specific T&E policies
  • Submit all Facilities and Telecommunications work requests as required in connection with office moves, new employee on-boarding
  • Liaise with SCA Facilities and outside vendors
  • Asset management – Maintains an accurate inventory of Ops assets and oversees overall usage of various equipment (e.g., headsets, locker management, laterals/pedestals, etc…)
3

Finance Administrative Assistant Job Description

Job Description Example
Our growing company is looking for a finance administrative assistant. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for finance administrative assistant
  • Expense management – Prepares and submits employee engagement and various T&E expenses
  • Inventory management – Maintains appropriate inventory levels of office supplies by checking stock and anticipating needed supplies
  • Administrative support – Generates and maintains reports, including meeting minutes, travel records, org charts and spend reports
  • Other administrative support tasks as needed
  • Coordinates complex meetings and conference calls, across levels/regions
  • Handles a high volume of phones calls and interacts with business leaders in a professional and effective manner
  • Supports internal and external managers of clients
  • Coordinates periodic domestic and international travel arrangements and processes expense reports
  • Responsible for general administrative duties (copying, filing, faxing, scanning, mailing, archiving), ad-hoc projects, committees and or group events
  • Maintain and update department files, records, charts, subscriptions and publications
Qualifications for finance administrative assistant
  • Proven ability to work under pressure and provide a quick turn around of requests/project items
  • Strong communication skills across various levels of seniority
  • Excellent team player with the ability to partner effectively across different teams
  • Proven attention to detail with an previous experience working with numbers and reports
  • Support the handling of the department cost centre
  • Support supervisor in day-to-day operational management of the schedule, planning, stakeholders communication and alignment to create efficiency and effectiveness
4

Finance Administrative Assistant Job Description

Job Description Example
Our company is growing rapidly and is hiring for a finance administrative assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for finance administrative assistant
  • Coordinates and maintains calendars
  • Serves as a communications liaison to the Executive and Senior Management team
  • Composes, edits, and types a variety of confidential materials, reports, presentations and internal and external correspondence with high standards for grammar, spelling, and document formatting
  • Manages any necessary logistics for meetings, events and appointments
  • Provides administrative support in a complex team environment ranging from a Managing Director to Analyst level professionals
  • Manage the appointment calendar for EVP and department calendar
  • Secondarily, provide support for VPs in the departments
  • Liaison between Vice President and direct reports for various internal unit needs and activities including certain compliance activities such as maintaining team vacation calendar, compliance wire training monitoring
  • Responsible for scheduling meetings and coordinating various team meetings (staff meetings, EY updates)
  • Responsible for the coordination including venue, hotel, food for Face to Face group meetings (IA 1 meeting per year
Qualifications for finance administrative assistant
  • Must have experience managing diaries and travel, processing expenses, producing reports
  • Excellent computer literacy across all the MS suite
  • Progressed working knowledge of Microsoft Office (eg
  • Experienced with spreadsheet preferred
  • Minimum 5 years experience as an administrative assistant, preferably reporting to a VP level or higher
  • Excellent professional customer service both internally and externally
5

Finance Administrative Assistant Job Description

Job Description Example
Our growing company is looking to fill the role of finance administrative assistant. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for finance administrative assistant
  • Provides administrative support in a team environment to senior executives and their team
  • Coordinates complex, senior-level internal/ external meetings and conference calls, including with regulators
  • Supports internal managers, including their interaction with regulators
  • Responds and follows up on regulatory requests
  • Maintains complex and detailed calendars and prioritizes meeting requests and related logistics
  • Maintains our document repository, including key regulatory deliverables
  • Edits and finalizes presentations
  • Provides cross coverage across other risk groups as need arises
  • Assist with Division Gift Card administrative tasks
  • Assist with Company Vehicle Fleet administration tasks
Qualifications for finance administrative assistant
  • Experience using SharePoint to navigate, upload and download reports, and organize information
  • Experience using Microsoft Office PowerPoint to create presentations
  • Experience supporting an executive leader
  • 3-5 years of administrative support experience at an Executive level
  • Demonstrated ability to engage with other Executive Assistants, including those for CEO, CFO, Controller, Tax, Treasury and Divisions
  • Strong interpersonal skills and ability to interact effectively with all levels of management and staff

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