Executive Assistant to the Chief of Business Finance at PATH

Business, Finance and Operation (BFO) is a holistic division that consolidates strategic finance, accounting, IT, facilities, security, and travel. The Chief BFO is accountable for establishing and maintaining a strong alignment throughout finance and operations to support PATH’s global strategy toward a more equitable organization and to advance our sustainability agenda.

PATH's Business, Finance and Operations department is currently seeking to hire an experienced and agile Executive Assistant who will work as a strategic partner to support and work closely with the chief of business, finance, and operations and the BFO division. The ideal candidate will have demonstrable experience supporting executive position(s), be business oriented and able to partner across multiple teams, be intuitive and align with our values.

Responsibilities:

Supporting the Chief of Business Finance and Operations (CBFO)

• Serve as the primary point of administrative contact and liaison for chief BFO within the org and externally.
• Manage and prioritize, schedule meetings that include CBFO, liaise with other EAs and ET/LT for high priority/time-sensitive scheduling. Liaise with external orgs.
• Draft or proofread and send out emails from CBFOs PATH account as requested/needed. Coordinate reviews of draft emails prior to sending. Follow-up on correspondences on CBFOs behalf.
• Track and follow up on any asks made of or by CBFO and review and triage or give input on his behalf when possible.
• Be the link with the rest of the team, the committees, and leaders as well as networks.
• Plan and prepare travel, provide logistical support during, and track expenses.
• Schedule, organize and attend meetings, take notes, and do the follow-up, in particular of the monthly BFO leadership meeting.
• Coordinate arrangements for conferences, workshops, meetings, and other events.

Support of BFO Leadership Team and Division

• Update/maintain BFO site(s), distribution lists, organizational charts, and Team Channels.
• Daily review of office of finance and accounting inbox, respond to or triage emails as needed including managing the calendar and track invite responses and send out invites from calendar as requested by Finance team.
• Support planning, organization, or scheduling of BFO meetings and reports (e.g., divisional business/budget meetings, or Executive Team meetings).
• Coordinate and compile quarterly input from the BFO LT for the CEO memo. Edit, schedule review, and meet deadlines set by OTP.
• Update the board quarterly dashboards (circulate template, coordinate, and review input from several stakeholders) and send for review and meet deadline set by Board support.
• PATH Board Finance and Risk and Audit quarterly committee meetings (schedule & prep meetings, communicate with BoD members & assistants, create prep timeline for each quarter, prep draft deck & post, communicate with PPT contributors and presenters & follow up as needed, coordinate reviews of materials, reformat & finalize deck & other meeting materials/post on BoD site, prep email to go out from CBFO to the Committee, take meeting minutes, edit, and finalize.
• Liaise with external auditors, Clark Nuber.
• Support Annual Review of the Delegation of Organizational Signature Authority (DoSA) and maintain the DoSA collaboration site in partnership with the controller.
• Update and maintain and create news BFO sites, including a few related subsites: BFO mentorship, BFO new staff onboarding, Finance, Global Accounting, Procurement, and Treasury.
• Create and maintain channels including creating posts, prompt others to post, promote, and scan for any needed BFO LT input. Track and prompt managers for PATH anniversary posts.
• Create and update in the Global Address Book.
• Update BFO org chart regularly (at least 1x a quarter, or more often if big updates), request BFO LT review and post on BFO SP site.
• Partner with FP&A and coordinate quarterly Divisional Business Review/Budget meetings.
• As requested by BFO LT and others in BFO, assist with PATH branding and proofreading guides, tech support, coloration tools, BFO LT visits and travels, ET meetings and meeting sites updates.
• Schedule quarterly review meetings with Goldman Sachs from the Office of Finance and Accounting calendar.

Internal Liaison

• Maintain/update/promote the Support Staff Resources site.
• Support the staff Team and other Executive Assistants to answer questions/provide resources and updates.
• Provide logistical support for large global meetings in Seattle.
• Support/mentor PATH Program Assistants.

Required Experience

• Minimum of 5 years providing high level executive administrative support
• A Bachelor’s degree in business administration or related relevant field – master’s degree in business administration is a plus.
• Proven competency in information technology including proficiency in MS and applications