Executive Assistant
The American Institute of Certified Public Accountants is a national, professional association of CPAs, with more than 412,000 members from all areas of practice and over 144 countries (for more about who we are and what we do, check out our About page). The AICPA Team is comprised of more than 800 dynamic professionals across a variety of service areas. Whether you like to be out in front connecting with members, prefer to work behind the scenes, or fall somewhere in between, the AICPA has the perfect fit for you. The AICPA family embraces integrity, passion, innovation and collaboration. If that sounds like you, we want to get to know you better! Browse our job listings and submit an application today.
SUMMARY
The Executive Assistant serves as a team member of Finance & Accounting and provides proactive project and administrative support to the Sr. Vice President & Chief Operating Officer, the Chief Financial Officer, Directors, and other team members including Internal Audit and Member Value teams, as needed.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Serve as an internal and external face of the organization in the highest professional manner including phone and in-person discussions with leadership, Board members, members, and vendors.
- Prepare written correspondence, memoranda and other documents; drafts standard correspondence, memoranda and other documents as needed.
- Assist team with developing and maintaining documentation and ensuring intranet is up-to-date.
- Schedule meetings and actively manage meeting calendars for SVP and CFO; secure logistics as needed.
- Assist with logistics for external meetings and hosting of internal Meet & Greet activities, Town Halls, and other meetings and events.
- Screen calls and take messages; schedule appointments.
- Arrange and coordinate business travel (including air/hotel/ground transportation).
- Process business expenses.
- Prepare PowerPoint presentations for various meetings.
- Assist with meeting logistics such as conference room availability, food & beverage, A/V needs (with IT assistance), if needed. Associate with occasional off-site meeting logistics.
- Create and maintain department files, to include the timely filing of documents; conduct periodic review of files for off-site storage or destruction.
- Assist with budget and forecast related responsibilities for Finance & Accounting.
- Process invoices; conduct initial review of bills.
- Make copies, collate, and print documents as needed; updates team files/binders and other required records.
- Order office supplies.
- Read, sort and date incoming mail and ensure that outgoing mail is timely delivered.
- Perform other duties as assigned
SUPERVISORY RESPONSIBILITIES
None
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED
- Detail-oriented, with a commitment to timeliness, quality and accuracy
- Highly organized with experience working for multiple people
- Ability to satisfactorily set and balance priorities and complete tasks under time constraints
- Strong calendaring skills and travel logistics
- Ability to maintain confidentiality
- Strong verbal & written communication skills; ability to provide information and interact with others with courtesy and tact.
- Must be proactive and be able to perform satisfactorily with minimal supervision
- Willingness to get involved in improving the team’s administrative processes
- Proficiency in Microsoft Office Word, Excel and PowerPoint Proficiency with Microsoft Office programs (Word, Excel, PowerPoint) and ability to quickly learn other software, including Adobe, AICPA’s Oracle database and AICPA’s intranet (SharePoint).
EXPERIENCE REQUIRED
- Five to seven years of experience in an administrative assistant role for an organization or department offering professional services (e.g., human resources, accounting, medical)
EDUCATION REQUIRED
High School diploma
EXPERIENCE/EDUCATION PREFERRED
- College degree
- Prior experience supporting executive level roles
Equal Employment Opportunity
AICPA is committed to creating a diverse environment and is proud to be an equal opportunity and affirmative action employer. All employment decisions are based on business needs without regard to race, color, ethnicity, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status or any other applicable legally protected status. All qualified candidates are encouraged to apply.
