Executive Assistant to the Chief Financial Officer & Chief HR Officer
Cincinnati, Ohio, United States of America
Full Time
17 hours ago
Key skills
ELTAnalyticsBusiness IntelligenceVersion ControlLeadershipCommunicationDecision MakingProblem SolvingTime ManagementCollaborationSales
About this role
Position Summary
Provide high level, confidential administrative, analytical, and coordination support to the CFO and CHRO. This role blends executive support, finance/legal administration, HR program enablement, and cross functional communication. Operates with a high degree of judgment, professionalism, and discretion to advance strategic priorities and day to day operations.
Scope & Impact
• Supports two enterprise functions, Finance and HR, with direct impact on company wide execution and leadership effectiveness.
• Central coordinator for ELT/Board financial deliverables, key finance/legal workflows, and HR training readiness.
• Trusted liaison among internal leaders, external counsel, shareholders, insurers, and vendors.
Key Relationships (Internal/External)
• Internal: CFO, CHRO, Executive Leadership Team (ELT), FP&A/Finance, Corporate Accounting, Legal/Compliance, HR/OD/Talent, Sales/Commercial teams, and administrative peers.
• External: Outside counsel (e.g., Taft), auditors, insurance carriers/brokers, shareholders, banking/treasury partners, venue/training vendors, and community organizations.
Essential Functions
1) Executive Support & Office Administration
• Manage complex calendars, inboxes, and meeting flows for CFO and CHRO (time zones, pre reads, agendas, and action trackers).
• Prepare executive quality presentations, attend meetings, take minutes, and drive follow up to closure with accountable owners and due dates.
• Coordinate end to end travel (air/ground/lodging), conference registrations, and expense reports per policy.
• Provide collaborative coverage with the admin team to ensure seamless operations during absences and executive travel.
• Maintain strict confidentiality across financial, HR, legal, pricing, wage/salary, and shareholder information.
2) Reporting, Analytics & ELT/Board Support
• Create, prepare, and validate accurate daily/weekly/monthly sales and financial reports; apply Business Intelligence checks against trends, promotions, and seasonality.
• Own version control and formatting of ELT and Board materials; coordinate inputs with FP&A/Finance and ensure deadlines are met.
• Build simple trackers/dashboards for recurring KPIs (e.g., revenue, volume, margin, OPEX, working capital).
3) Finance & Legal Administration
• Administer shareholder dividend processes: compile supporting data from CFO, draft supporting legal documents, communicate with shareholders, and coordinate payments with Treasury.
• Support CFO in Pepsi/Dr Pepper annual program documentation: track changes, manage legal reviews with outside counsel (e.g., Taft), and facilitate sign offs.
• Draft, update, and maintain customer contracts (e.g., Middlestreet Graphics LLC); manage redlines, versioning, routing for signature, and retention.
4) HR Enablement & Training Coordination
• Plan and execute onsite and offsite training: venue selection, AV/room setup, materials, rosters, evaluations, catering, and vendor coordination.
• Manage training calendars, invitations, enrollments, facilitator/attendee travel, and budget reconciliation.
• Maintain compliant I 9 documentation for all new hires, including timely verification, re verification as required, secure storage, and audit readiness per federal regulations and company policy.
5) Risk, Insurance & Compliance
• Oversee vehicle, product liability, and general insurance claims; coordinate with carriers/brokers and internal stakeholders to resolve claims.
• Respond to Certificates of Insurance requests; maintain logs and renewal calendars.
• Administer Solicitor License requirements: track expiration dates, coordinate renewals, prepare documentation, and ensure licenses are active and accessible. Work with Risk team to facilitate processing timely.
6) Customer, Community & Communication Support
• Respond to consumer questions/concerns and donation requests per policy; secure approvals and document responses.
7) Events, Culture & Recognition
• Plan and execute company events (Focus Forum, holiday luncheons, VIP gatherings, awards/recognition) with attention to budget, logistics, and inclusivity.
8) Records Management, Mailroom & Operations
• Maintain secure filing of sensitive documents (financials, pricing, contracts, HR records, litigation).
• Prepare/maintain records (SKU deletions, sales summaries, accident/property loss, packaging plan reports) per policy.
• Backup for mailroom (postage systems, supplies, certified mail logs) and coordinate equipment maintenance.
9) Other Duties
• Exhibit reliable, predictable attendance; flex outside normal hours for deadlines and events.
• Perform additional duties as assigned to support organizational priorities.
Decision Rights & Working Autonomy
• Exercise independent judgment to prioritize executive calendars and commitments in line with strategic objectives.
• Authority to coordinate with internal/external stakeholders to secure information, signatures, and logistics.
• Escalate risks and sensitive issues to CFO/CHRO.
Qualifications
Education
• Required: Associate’s or Bachelor’s in Business, Finance, HR, Legal Studies, or related field.
• Additional Preferred: Paralegal certificate or equivalent paralegal training/experience.
Experience
• 3–5 years executive support experience required.
• Experience supporting finance, legal, or HR environments strongly preferred; CPG/beverage exposure is a plus. Trust Accounting Exposure is strongly preferred.
Technical Skills
• Advanced Microsoft 365 (Outlook, Word, Excel with PivotTables, PowerPoint); familiarity with PowerBI, Access and SharePoint.
• Business Intelligence/reporting; Adobe proficiency; basic image tasks.
• Proficiency with office equipment (copiers, printers, postage systems); video conferencing/webinar platforms.
• Acquire and maintain Notary designation
Core Competencies & Behavioral Indicators
• Accountability: Owns outcomes; proactive follow through; learns from feedback.
• Communication: Tailors message; crisp writing; synthesizes complex topics for decisions.
• Customer Orientation: Responsive while upholding policy and confidentiality; manages expectations.
• Decision Making: Sound judgment under time pressure; escalates appropriately.
• Detail Orientation: Rigorous version control, QA checks, and data accuracy.
• Ethics & Integrity: Models discretion with sensitive financial/HR/legal information.
• Problem Solving: Anticipates obstacles; proposes practical solutions.
• Relationship Building: Builds trust with executives, peers, and partners; fosters collaboration.
• Time Management: Protects executive focus time; meets deadlines.
• Working Under Pressure: Maintains poise during peaks; adapts to change.
Work Schedule & Travel
Full time schedule with flexibility for early/late meetings and onsite/offsite HR training; minimal travel as required.
Physical Demands & Work Environment
Office environment with moderate noise; extended periods of sitting and computer work; regular standing/walking; occasional lifting up to ~20 lbs for training/event materials. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Provide high level, confidential administrative, analytical, and coordination support to the CFO and CHRO. This role blends executive support, finance/legal administration, HR program enablement, and cross functional communication. Operates with a high degree of judgment, professionalism, and discretion to advance strategic priorities and day to day operations.
Scope & Impact
• Supports two enterprise functions, Finance and HR, with direct impact on company wide execution and leadership effectiveness.
• Central coordinator for ELT/Board financial deliverables, key finance/legal workflows, and HR training readiness.
• Trusted liaison among internal leaders, external counsel, shareholders, insurers, and vendors.
Key Relationships (Internal/External)
• Internal: CFO, CHRO, Executive Leadership Team (ELT), FP&A/Finance, Corporate Accounting, Legal/Compliance, HR/OD/Talent, Sales/Commercial teams, and administrative peers.
• External: Outside counsel (e.g., Taft), auditors, insurance carriers/brokers, shareholders, banking/treasury partners, venue/training vendors, and community organizations.
Essential Functions
1) Executive Support & Office Administration
• Manage complex calendars, inboxes, and meeting flows for CFO and CHRO (time zones, pre reads, agendas, and action trackers).
• Prepare executive quality presentations, attend meetings, take minutes, and drive follow up to closure with accountable owners and due dates.
• Coordinate end to end travel (air/ground/lodging), conference registrations, and expense reports per policy.
• Provide collaborative coverage with the admin team to ensure seamless operations during absences and executive travel.
• Maintain strict confidentiality across financial, HR, legal, pricing, wage/salary, and shareholder information.
2) Reporting, Analytics & ELT/Board Support
• Create, prepare, and validate accurate daily/weekly/monthly sales and financial reports; apply Business Intelligence checks against trends, promotions, and seasonality.
• Own version control and formatting of ELT and Board materials; coordinate inputs with FP&A/Finance and ensure deadlines are met.
• Build simple trackers/dashboards for recurring KPIs (e.g., revenue, volume, margin, OPEX, working capital).
3) Finance & Legal Administration
• Administer shareholder dividend processes: compile supporting data from CFO, draft supporting legal documents, communicate with shareholders, and coordinate payments with Treasury.
• Support CFO in Pepsi/Dr Pepper annual program documentation: track changes, manage legal reviews with outside counsel (e.g., Taft), and facilitate sign offs.
• Draft, update, and maintain customer contracts (e.g., Middlestreet Graphics LLC); manage redlines, versioning, routing for signature, and retention.
4) HR Enablement & Training Coordination
• Plan and execute onsite and offsite training: venue selection, AV/room setup, materials, rosters, evaluations, catering, and vendor coordination.
• Manage training calendars, invitations, enrollments, facilitator/attendee travel, and budget reconciliation.
• Maintain compliant I 9 documentation for all new hires, including timely verification, re verification as required, secure storage, and audit readiness per federal regulations and company policy.
5) Risk, Insurance & Compliance
• Oversee vehicle, product liability, and general insurance claims; coordinate with carriers/brokers and internal stakeholders to resolve claims.
• Respond to Certificates of Insurance requests; maintain logs and renewal calendars.
• Administer Solicitor License requirements: track expiration dates, coordinate renewals, prepare documentation, and ensure licenses are active and accessible. Work with Risk team to facilitate processing timely.
6) Customer, Community & Communication Support
• Respond to consumer questions/concerns and donation requests per policy; secure approvals and document responses.
7) Events, Culture & Recognition
• Plan and execute company events (Focus Forum, holiday luncheons, VIP gatherings, awards/recognition) with attention to budget, logistics, and inclusivity.
8) Records Management, Mailroom & Operations
• Maintain secure filing of sensitive documents (financials, pricing, contracts, HR records, litigation).
• Prepare/maintain records (SKU deletions, sales summaries, accident/property loss, packaging plan reports) per policy.
• Backup for mailroom (postage systems, supplies, certified mail logs) and coordinate equipment maintenance.
9) Other Duties
• Exhibit reliable, predictable attendance; flex outside normal hours for deadlines and events.
• Perform additional duties as assigned to support organizational priorities.
Decision Rights & Working Autonomy
• Exercise independent judgment to prioritize executive calendars and commitments in line with strategic objectives.
• Authority to coordinate with internal/external stakeholders to secure information, signatures, and logistics.
• Escalate risks and sensitive issues to CFO/CHRO.
Qualifications
Education
• Required: Associate’s or Bachelor’s in Business, Finance, HR, Legal Studies, or related field.
• Additional Preferred: Paralegal certificate or equivalent paralegal training/experience.
Experience
• 3–5 years executive support experience required.
• Experience supporting finance, legal, or HR environments strongly preferred; CPG/beverage exposure is a plus. Trust Accounting Exposure is strongly preferred.
Technical Skills
• Advanced Microsoft 365 (Outlook, Word, Excel with PivotTables, PowerPoint); familiarity with PowerBI, Access and SharePoint.
• Business Intelligence/reporting; Adobe proficiency; basic image tasks.
• Proficiency with office equipment (copiers, printers, postage systems); video conferencing/webinar platforms.
• Acquire and maintain Notary designation
Core Competencies & Behavioral Indicators
• Accountability: Owns outcomes; proactive follow through; learns from feedback.
• Communication: Tailors message; crisp writing; synthesizes complex topics for decisions.
• Customer Orientation: Responsive while upholding policy and confidentiality; manages expectations.
• Decision Making: Sound judgment under time pressure; escalates appropriately.
• Detail Orientation: Rigorous version control, QA checks, and data accuracy.
• Ethics & Integrity: Models discretion with sensitive financial/HR/legal information.
• Problem Solving: Anticipates obstacles; proposes practical solutions.
• Relationship Building: Builds trust with executives, peers, and partners; fosters collaboration.
• Time Management: Protects executive focus time; meets deadlines.
• Working Under Pressure: Maintains poise during peaks; adapts to change.
Work Schedule & Travel
Full time schedule with flexibility for early/late meetings and onsite/offsite HR training; minimal travel as required.
Physical Demands & Work Environment
Office environment with moderate noise; extended periods of sitting and computer work; regular standing/walking; occasional lifting up to ~20 lbs for training/event materials. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.