Senior Executive Assistant

Position Overview

The Senior Executive Assistant - Finance & Business Support is a high-level leadership role responsible for overseeing and managing key administrative, financial, legal, and compliance functions. This position will provide executive-level support to the Finance and Operations team, ensure the organization's adherence to legal and regulatory requirements, and play a critical role in driving operational efficiency. Reporting directly to the CEO, this position requires a strategic thinker with a deep understanding of financial processes, legal frameworks, and business operations.

Responsibilities

Finance & Business Support:

• Lead the preparation and presentation of complex financial reports, reconciliations, and remittance advice to senior leadership.
• Oversee collections and account follow-up communications, ensuring minimal overdue payments.
• Develop and execute strategies to optimize financial reporting and cash flow management.
• Provide strategic financial analysis and recommendations to support decision-making at the executive level.
• Ensure the business complies with all regulatory financial requirements and maintains accurate financial records.

Administrative & Operational Support:

• Use AI tools to optimize administrative processes and increase efficiency across departments.
• Take ownership of case handling, document preparation, and internal record management through company tools.
• Oversee the maintenance of digital files and job records, ensuring compliance with organizational standards.
• Manage and optimize operational workflows for better collaboration and task execution across teams.

Customer & Internal Communication:

• Draft and send professional email communications to clients and stakeholders as required.
• Maintain shared inboxes and ensure responses are timely and consistent with company tone/brand.
• Liaise across departments to ensure smooth workflow and task progression.

Compliance and Legal Support:

• Lead the drafting, reviewing, and negotiating of contracts in collaboration with the legal team.
• Coordinate with lawyers to ensure timely execution of contracts and legal matters.
• Ensure compliance with all legal and regulatory requirements, including business compliance like SEC GIS, tax filings, labor laws, and other relevant regulations.
• Regularly monitor and ensure the company is compliant with industry standards and statutory requirements.
• Assist with the preparation of documents for legal and compliance audits.

Executive Support:

• Provide high-level support to the Executives by managing complex case tracking, task prioritization, and follow-ups.
• Prepare and present executive reporting packs, highlighting key metrics and business performance.
• Oversee critical internal processes, ensuring smooth execution and alignment with strategic priorities.
• Act as a key liaison between departments, ensuring operational alignment with overall business goals.

Strategic Contribution:

• Provide high-level insights and recommendations on cost management, financial planning, resource allocation, and legal matters.
• Actively contribute to the development of the company's long-term strategic plans, offering guidance on financial viability and legal considerations.
• Lead cross-department collaboration efforts, fostering synergy between teams to achieve company-wide objectives.

Key Performance Indicators (KPIs):

• Leadership and Strategic Impact: Successfully executing high-level strategic tasks with measurable impact on business operations and financial health.
• Legal and Compliance Leadership: Zero legal or compliance issues, with proactive legal risk management.
• Operational Efficiency: Successfully streamlining processes to reduce operational costs while increasing workflow efficiency.
• Team Leadership: Demonstrated leadership with successful cross-department collaboration, mentorship, and team development.

Qualifications:

• Minimum of 8+ years' experience in an administrative or executive support role, including substantial experience in finance, legal, and compliance management.
• Proactive, tech-savvy, and experienced in supporting C-level executives in fast-paced and dynamic environments.
• Familiarity with business compliance regulations like SEC GIS, tax filings, and labor laws.
• Proven experience managing complex financial tasks, legal matters, and compliance requirements at an executive level.
• Strong leadership skills, with experience overseeing and mentoring teams.
• Excellent problem-solving, communication, and organizational skills.
• Proficient in accounting software (Xero, QBO, etc.) and business management tools.
• Advanced proficiency with Microsoft Office, especially Excel, and CRM systems.
• Ability to manage competing priorities and work independently while handling multiple high-priority tasks.
• Previous experience working with C-level executives or in a senior management role.
• Experience in legal compliance, contract drafting, and business regulations is highly preferred.
• Bachelor's degree in Business Administration, Accounting, Finance, or related field