Responsibilities include but not limited to:

• Establish and maintain effective meeting practices, including agendas, taking notes on behalf of leadership, action items, and follow-up tracking.
• Proactively manage with a weekly capacity plan and protected time blocks for CFO for strategic work.
• Meeting prep and follow-through are standardized: agendas, notes, and action items are captured and tracked to completion.
• Triage email and messages by priority, draft and send responses using judgment and approved templates.
• Manage email triage for both internal team and external client correspondence.
• Serve as the first point of contact for internal and external communication through calls and emails
• Monitor and triage email, messages, and calls by priority using established guidelines.

Information and Documentation

• Maintain Standard Operating Procedures (SOPs) and working documents for active priorities.
• Create and maintain checklists and templates for all recurring administrative tasks.

Project Coordination

• Track action items in the accountability tracker, follow up with task CFO & CEOs, and surface risks proactively.
• Support coordination for hiring, onboarding, vendor renewals, and internal events.
• Follow up with President & CFO regarding surface risks, delays, or gaps proactively.

Admin and Vendor Support

• Draft routine correspondence, forms, and basic financial summaries.
  
• Coordinate with vendors, schedule service, and track renewal dates for subscriptions
• Manage disbursements, including Accounts Payable (AP) checks.
• Provide administrative support for tax professionals, including organizing and submitting required tax documentation

Skills and Experience

• 3+ years as an Executive Assistant, Operations Coordinator, or similar role in a professional services environment.
• 2 years of College/University education preferred
• Strong written communication skills with discretion and sound judgment.
• Proficiency with Google Workspace, Zoom, task management tools, and basic spreadsheet reporting.
• Strong interpersonal skills with the ability to build trust with clients and internal stakeholders.
• General accounting or tax documentation knowledge is a plus
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