Executive Assistant to the CFO/ Office Manager
Sword Health
- New York City, NY
- Permanent
- Full-time
- Manage comprehensive office services encompassing reception (as needed), shipping and mail, kitchen upkeep and supplies, office provisions, building maintenance, and other general office duties.
- Oversee office maintenance and liaise with property management, safety/ security, janitorial staff, internet and audio/visual services, and various vendors to ensure a well-stocked, clean, and functional workspace.
- Act as the primary contact for maintenance, mail, shipping, supplies, equipment, bills, and errands.
- Greet clients and internal/external visitors, promptly addressing or directing inquiries.
- Assist in organizing, scheduling, and executing onsite events.
- Handle incoming and outgoing phone calls, both internal and external.
- Manage the CFO's calendar and provide executive assistant support, namely:
- Coordinate and manage the CFO's calendar, including scheduling meetings, appointments, and conference calls, ensuring alignment with priorities and objectives.
- Proactively anticipate scheduling conflicts and make necessary adjustments to optimize the CFO's time and availability.
- Arrange travel accommodations and itineraries for the CFO, including flights, accommodations, ground transportation, and any necessary logistics, considering preferences and efficiency.
- Request to stakeholders meeting agendas, briefing materials, and necessary documentation for the CFO's engagements, ensuring they are well-prepared and equipped for each interaction.
- Serve as a liaison between the CFO and internal/external stakeholders, managing communication and correspondence efficiently and professionally.
- Assist with expense reporting, reimbursement requests, and other financial support tasks, ensuring accuracy and compliance with company policies and procedures.
- 3+ years of experience in office management or other administrative roles.
- Proficiency in managing complex schedules and logistics.
- Ability to handle confidential and time-sensitive matters with discretion.
- Strong attention to detail, resourcefulness, flexibility, organizational prowess, and proven collaboration skills to effectively manage and prioritize tasks and projects.
- Self-starter mentality, confidence, and adept problem-solving abilities are highly valued.
- Demonstrated sound judgment and the ability to make autonomous decisions.
- NO Remote or hybrid work policy - we need this person to be present at the office