Finance and Legal Assistant

4 weeks ago

San Francisco, California, United States Room to Read Full time
Job Summary

We are seeking a highly skilled and detail-oriented Finance and Legal Assistant to join our team at Room to Read. The successful candidate will work closely with the Finance, Accounting, and Legal teams to ensure compliance with regulatory and corporate governance requirements.

Key Responsibilities
  • Manage Room to Read's global compliance tracker, overseeing submissions and key deadlines for corporate and tax filings for 20+ global legal entities.
  • Support global audits and improve global corporate governance procedures.
  • Facilitate communications with Room to Read's audit committee and global statutory boards, coordinating meetings, support maintenance of corporate minute books, draft resolutions, and maintain relationships with external corporate secretaries in Asia, Africa, and Europe to ensure effective governance and compliance.
  • Manage the consent agenda for global board meetings.
  • Manage US state registrations, business licenses, and US individual state charitable permits; manage the relationship with external advisors (Affinity) to ensure all registrations are filed in a timely and efficient manner.
  • Lead administration of Room to Read's global banking network and support CFO to ensure all compliance and regulatory requirements are fulfilled and ensure the security of the organization's banking network and mitigate the organization's financial risk.
  • Own global travel and expense policy and manage updates to global rates for accommodations and per diems.
  • Track whistleblower incidents and develop comprehensive reports for the CEO, Executive Leadership Team, and audit committee.
  • Lead trainings on security monitoring and vetting policies, processes, and procedures, and conduct quarterly vetting for all current employees, vendors, and partners.
Administrative Support
  • Manage activities of the CFO's office, including managing an active calendar, expense reporting, arranging travel, compiling and distributing meeting agendas and deliverables, managing meeting technology, communicating directly and on behalf of the CFO with board members, staff, and external relationships, and supporting PR related engagements.
  • Support in building out CFO's social media presence to align with our organizational priority to strengthen our brand and thought leadership platform.
  • Lead department-wide communication and engagement through planning and facilitating bi-annual senior leadership team conferences (San Francisco and Delhi), department meetings, team engagement events, and other functions.
  • Support with planning, tracking deliverables, and managing resources for department and cross-functional meetings (such as policy governance and compliance meetings, quarterly compliance meetings, and department meetings) to improve their structure and productivity.
  • Support our organizational commitment to environmental sustainability.
  • Support Finance and Legal technology initiatives and join the finance and legal technology team meetings to further our technology roadmap.
  • Act as office notary.
  • Ad hoc requests from CFO and Finance and Legal Senior Leadership Team as needed.
Requirements
  • Bachelor's degree.
  • A minimum of 1-2 years' administrative support experience.
  • Understanding of financial and legal compliance and governance.
  • Demonstrated ability to arrange and facilitate meetings.
  • Ability to identify and implement process improvements.
  • Experience making decisions independently and as part of a team.
  • Strong organizational skills and ability to manage multiple projects simultaneously.
  • Strong written and verbal communication skills in English.
  • Proficient in Adobe Acrobat, Microsoft Office suite, and Outlook.
  • Flexibility for early morning and evening phone calls as required.
  • Ability to travel internationally.
  • Ability to obtain notary public certification within the first 90 days of employment.
  • Must have a passion for Room to Read's mission to create a world free from illiteracy and gender inequality.

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