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CFO Executive Support Specialist

2 months ago

GondrecourtleChâteau, Grand Est, United States Science Museum of Minnesota Full time

Position Overview

This position is designed to deliver extensive administrative support at the executive level to the CFO and the Vice President of Museum Infrastructure, along with various business units within the Museum Infrastructure Division and assigned Board of Trustee Committees. The role necessitates adept planning, organization, and coordination of activities for both the executive and the division. Candidates must demonstrate the ability to manage competing deadlines, exhibit proactivity and efficiency, work independently, navigate shifting priorities, and engage with internal and external stakeholders with utmost professionalism and confidentiality.

Key Responsibilities

  • Provide high-level administrative assistance to the CFO and VP of Museum Infrastructure, including managing calendars, coordinating meetings and events, arranging travel, prioritizing tasks strategically, and crafting communications.
  • Oversee the CFO and VP of Museum Infrastructure's schedules to ensure thorough preparation for all engagements.
  • Handle daily office management tasks and support the Museum Infrastructure Division.
  • Act as the primary contact for divisional staff, addressing inquiries, facilitating connections, anticipating needs, and coordinating resources across the museum.
  • Maintain divisional documentation, outline strategic initiatives, and prepare materials for divisional leadership.
  • Organize and execute organization-wide events and activities.
  • Manage the administrative budget and forecasting processes for the division.
  • Process purchase orders, handle invoice payments, and reconcile expenses.
  • Procure supplies and materials as necessary, while strategizing for equitable spending practices.
  • Oversee the procurement process, including tracking, obtaining authorized signatures, and maintaining electronic files of contracts.
  • Update vendor information in the accounting system.
  • Create high-level correspondence, spreadsheets, and presentations.
  • Approve timesheets for the CFO as required.
  • Manage databases, contacts, and confidential information as assigned.
  • Serve as a liaison to the CFO and VP of Museum Infrastructure, assisting organizational staff as needed.
  • Prepare materials, correspondence, and minutes for the Audit & Finance Committee and HR Committee meetings on a quarterly basis, including logistics such as room setup and food arrangements.
  • Engage with partners and collaborators to coordinate initiatives and foster relationships.
  • Provide backup support to other administrative staff as necessary.
  • Perform additional related duties as assigned.

Required Competencies

  • Communication: Ability to adapt communication styles to interact effectively with diverse individuals across the organization while maintaining confidentiality.
  • Collaboration: Build and sustain partnerships with others inside and outside the organization to facilitate information sharing and support.
  • Customer Service: Understand and promote the mission of the organization through positive interactions with internal and external stakeholders.
  • Fostering an Inclusive Community: Contribute to an environment that reflects and responds to the diverse needs of the community.
  • Results Orientation: Strive to deliver exceptional outcomes by meeting both personal and organizational objectives.
  • Ability to Thrive in a Fast-Paced Environment: Successfully manage a varied workload while adhering to deadlines and adapting to changing priorities.
  • Comfortable with Change: Navigate ambiguity and manage challenging situations with composure and professionalism.

Minimum Qualifications

  • Education: High school diploma or equivalent.
  • Experience: At least 5 years of relevant experience, including a minimum of 2 years in administrative support, preferably in Finance at the Executive or Senior Leadership level. Previous project management experience is highly desirable.

This role is hybrid, requiring a minimum of 3 days onsite. The compensation range for this position is competitive.

Equal Opportunity Employer

The organization is committed to providing equal employment opportunities and does not discriminate against employees or applicants based on inquiries about compensation.