Executive Assistant

Executive Assistant to the Chief Financial Officer (CFO) & Chief HR Officer (CHRO)

Job Title: Executive Assistant (CFO & CHRO)

Department: Finance

FLSA Status: Exempt

Job Type: Full Time

Reports To: Chief Financial Officer (primary); Chief HR Officer (secondary)

Positions Supervised: None

Amount of Travel Required: Minimal (as needed for meetings, training, and conferences)

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.

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.

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.

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.