Administrative Assistant, Finance

Position Summary:

Provide direct administrative support to the Finance leadership team and corporate headquarters. This role operates both independently and collaboratively, managing a broad range of executive support responsibilities, including calendar management, travel coordination, confidential assignments, data entry, and financial reporting. The Administrative Assistant must be a highly resourceful team member who thrives in a fast-paced environment, exercises sound judgment, attention to detail and consistently demonstrates professionalism, flexibility, initiative, and efficiency.

Major Duties and Responsibilities:

• Provide comprehensive support for key financial projects by conducting data entry, compiling reports, coordinating project timelines, and tracking action items to ensure successful execution.
• Develop and maintain finance reporting packages that monitor and communicate financial performance/results.
• Provide direct administrative support and office management to the Finance leadership team, their headquarter teams, and other executives as needed.
• Partner closely with other Administrative Assistants to support cross-functional initiatives and projects. Responsibilities may include employee onboarding and orientation, basic technology support, coordination of headquarters initiatives, and providing receptionist/front-desk coverage when needed.
• Organize and coordinate conferences, networking events, team meetings, training sessions, onboarding activities, and other departmental events. Responsibilities include agenda development, travel coordination, venue set-up, and management of supplies and equipment.
• Manage purchase requisitions and approvals through the Coupa system. Process and track invoices, including sponsorships, shipping expenses, and other vendor payments, ensuring timely and accurate processing.
• Provide additional support for ad hoc projects and responsibilities as assigned.

Education and Experience:

• High School/ GED is required.
• 3+ years of experience supporting executive-level leaders as an Administrative Assistant or performing financial data entry or data compiling responsibilities is required.
• Ability to travel up to 5%.
• Associate degree (or equivalent) in Business Administration or a related field is preferred.
• Prior experience in food service and/or manufacturing industry preferred.

Knowledge and Skills:

• Excellent oral and written communication.
• Ability to work discreetly with confidential information and situations
• Detail oriented.
• Proactive with excellent judgment.
• Able to multitask, prioritize, work on schedule and within deadlines.
• Basic finance knowledge and ability to compile data when direction is provided.
• Fast learner and motivation to learn new skills.
• Intermediate to advance knowledge of Microsoft Office software (i.e. Word, PowerPoint, Excel, Outlook), Data Tracker, Visio, Correl Draw and Adobe.
• Experience with basic financial understanding.