Position Summary:
The Executive Assistant to the CFO provides high‑impact administrative and operational support to the Chief Financial Officer and the (LIFT) organization, which encompasses Legal, Finance, and IT. This role is critical to the effective functioning of executive operations and supports a fast‑paced, high‑stakes environment requiring exceptional attention to detail, discretion, and responsiveness. The ideal candidate thrives in dynamic settings, serves as a trusted partner to senior leadership, and brings a proactive, solutions‑oriented mindset. This role acts as the administrative backbone of the Office of the CFO, ensuring seamless coordination, communication, and execution across priorities.*This position will be onsite in the Rosemont area.*Key Responsibilities Executive and Administrative Support Prepare professional‑grade presentations and documents for senior leadership, demonstrating master‑level proficiency in Microsoft PowerPoint. Provide comprehensive administrative support to the CFO and LIFT leadership team, enabling efficient execution of daily operations and strategic initiatives. Manage complex, high‑volume calendars across multiple time zones, including prioritization, scheduling, and coordination of internal and external meetings. Coordinate sophisticated domestic and international travel arrangements, producing detailed itineraries, agendas, and logistics through Concur. Prepare, submit, and track expense reports in a timely and accurate manner. Draft, proofread, and edit confidential correspondence, reports, and executive materials.
Meeting, Office, and Logistics Coordination:
Schedule conference rooms and manage logistics for executive meetings, board‑related sessions, and customer visits. Coordinate catering and on‑site meeting support, including breakfast, lunch, and refreshments as required. Willingness to travel to meeting locations (multi-day trips) for on-site support, on an as needed basis (travel is about 20%)Oversee document flow for items requiring signature or review by the Executive Leadership Team (ELT), Executive Coordinator, Site VP/GM, or CFO.Order, maintain, and organize office and administrative supplies.
Executive Materials and Special Projects:
Prepare professional‑grade presentations and documents for senior leadership, demonstrating master‑level proficiency in Microsoft PowerPoint.
Support special projects and ad hoc initiatives for the CFO and LIFT leaders, including cross‑functional coordination where needed.
Ensure adherence to company policies, procedures, and all applicable PCI, cGMP, and GCP guidelines.
Professional Standards:
Demonstrate consistent attendance, punctuality, and reliability as an essential function of the role.
Flex outside standard business hours as needed; this position is not a traditional Monday–Friday, 9‑to‑5 role.
Perform other duties as assigned.
Core Competencies:- Executive Organization & Prioritization
- Expert management of complex executive calendars and shifting priorities
- Ability to triage, anticipate needs, and ensure proactive follow‑through
- Discretion & Confidentiality
- Trusted with sensitive financial, legal, and IT information
- Exercises sound judgment when handling executive‑level communications
- Communication Excellence
- Clear, professional written and verbal communication
- Confident interaction with senior leaders, external partners, and stakeholders
- Technical Proficiency
- Master‑level proficiency: Microsoft PowerPoint and Outlook
- Strong proficiency: Microsoft Excel and Microsoft Teams
- Working proficiency with Zoom, SharePoint, Workday, dashboards, and digital workflows
- Problem Solving & Adaptability
- Anticipates challenges and resolves issues before escalation
- Maintains composure and effectiveness in high‑pressure environments
- Global & Cross‑Functional Awareness
- Effective coordination across time zones and cultures
- Supports Legal, Finance, and IT leaders with awareness of functional nuances
- Executive Presence
- Represents the Offices of the CFO, CIO, and General Counsel with professionalism and credibility
- Demonstrates resilience, flexibility, and accountability
- Work Environment
- Primarily office‑based or remote desk environment
- Noise level typically quiet
Qualifications:- RequiredExceptional Team PlayerHands-on, positive personality with a “can-do” attitude
- Associate’s degree in a related field and/or 5+ years of relevant experience
- Advanced computer skills, including expert use of PowerPoint, Excel and Outlook
- Full professional proficiency in English (written and verbal)
- Strong reasoning and problem‑solving skills
- Ability to work independently and collaboratively
- Professional demeanor and sound judgment
- Adaptability to evolving priorities and environments
