Job Description
Job Description
Position Summary:
The Executive Assistant provides comprehensive administrative support to the Chief Financial Officer (CFO) and assists with human resources functions to ensure smooth operations within the finance and administrative teams. This role requires exceptional organizational skills and the ability to manage confidential information with discretion. The ideal candidate will be proactive, detail-oriented, and capable of balancing executive support with HR administrative responsibilities.
Key Responsibilities:
Executive Support
- Manage and schedule meetings, and coordinate meeting logistics and preparation
- Prepare internal and/or external reports, presentations, and correspondence as assigned
- Assist with board meeting preparation, including compiling materials, typing minutes and room preparation.
- Serve as liaison between CFO and other departments, ensuring timely communication and follow-up as necessary
- Track and organize key deadlines, audits scheduling, and compliance requirements.
Human Resources Support
- Support recruitment for finance and administrative roles, including job postings and interview scheduling.
- Coordinate onboarding for new hires.
- Input/coordinate weekly payroll – ensuring all timesheets are completed, approved and uploaded properly and accurately for approval by CFO
- Help maintain and file employee records and assist with transition to electronic records
- Assist with timely filing of weekly, monthly, quarterly or annual reporting as necessary
- Assist with benefits and leave administration and respond to employee inquiries.
- Coordinate logistics and help organize leadership meetings, company events, training sessions, employee engagement initiatives/activities, etc.
- Maintain Finance Calendar relating to time-off requests
Meeting & Documentation
- Organize and prepare materials for meetings, including agendas, minutes, and follow-up actions as assigned.
- Maintain accurate records and filing systems (digital and physical).
Project & Task Management
- Assist with special projects and initiatives led by the CFO.
- Track deadlines and deliverables to ensure timely completion.
- Manage project status spreadsheet – update for monthly Risk Management Meeting
Financial & Operational Support
- Support preparation of financial reports and presentations as needed.
- Coordinate with finance team members for data collection and analysis.
- Other assignments relating to Finance and/or HR administration may be assigned by Management on an as needed basis throughout the year.
Qualifications
- Proven experience (3+ years) as an executive assistant, secretary, or similar role supporting senior executives.
- Strong organizational, multitasking, and time-management skills.
- Excellent written and verbal communication and interpersonal abilities.
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to handle sensitive information with discretion.
- Bachelor’s degree preferred; equivalent experience considered.
- Familiarity with HR practices
Core Competencies
- Financial Awareness: Understands basic financial concepts and reporting.
- Attention to Detail: Ensures accuracy in all tasks.
- Confidentiality: Handles sensitive information responsibly.
- Problem-Solving: Anticipates needs and resolves issues proactively.
- Adaptability: Thrives in a fast-paced environment with changing priorities.
SUPERVISORY RESPONSIBILITIES:
None
WORK ENVIRONMENT:
Typical office environment. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. A standard 40-hour work week is expected, though position may sometimes require early arrival, late departure, and/or Saturday / Sunday hours. While performing the duties of this job, the employee regularly works in an office setting. Some travel between main office and branches may be required.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is generally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
Winchester Co-operative Bank provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.