Administrative and Executive Support
1.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.
2. Document Management:
- Maintain an organized filing system for all critical documents pertaining to financial and operational management.
- Ensure confidentiality and secure handling of sensitive information
Financial and Operations Management
1.Financial Oversight:
- Assist in the development, execution, and monitoring of the organization’s budget, financial forecasts, and operational adjustments.
- Analyze financial data and performance; prepare reports and projections based on this analysis.
- Support the financial audit processes, and ensure compliance with accounting, legal, and regulatory requirements
2. Operational Efficiency
- Improve operational systems, processes, and best practices that guarantee organizational well-being. Purchase materials, plan inventory, and oversee office efficiency.
- Streamline administrative functions, human resources, and information technology to facilitate smooth office operations.
3. 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.
4. 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
1.Strategic Planning Support:
- Contribute to the strategic planning of the organization with the EVP; participate in organizational reviews and impact assessment.
- Facilitate the integration of strategic plans with daily operations, enhancing organizational excellence.
2. 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
3. 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
1.Effective Communication:
- Facilitate effective communication strategies and practices within the organization to enhance transparency and understanding of financial and operational policies.
- Produce, maintain, and report all required operational and financial records including quarterly reports, incident reports, and others as needed.
2. 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.
