Finance Assistant

Purpose of the Position

The Executive Assistant to Department Heads is responsible for ensuring seamless communication, follow-up, and reporting within and across departments. The role is critical in maintaining workflows, tracking progress on key initiatives, and ensuring that deadlines are met. This position requires excellent organizational skills, a proactive approach, and strong attention to detail.

Key Responsibilities

• Actively monitor the progress of assigned tasks, projects, and deliverables across teams.
• Ensure timely follow-up on action items and commitments from meetings or communications.
• Coordinate with internal and external stakeholders to maintain accountability and meet deadlines.
• Serve as a key point of contact for inquiries, updates, and information requests.
• Draft, review, and distribute professional correspondence, reports, and updates on behalf of department heads.
• Facilitate effective communication between the department heads and their teams, ensuring clarity and alignment.
• Collect, analyze, and compile data for regular and ad-hoc reports.
• Prepare summaries and presentations for departmental reviews, meetings, or management updates.
• Maintain accurate and organized documentation, ensuring compliance with company standards.
• Schedule and organize meetings, prepare agendas, and distribute materials in advance.
• Record detailed meeting minutes, highlight key points, and track action items for follow-up.
• Ensure that stakeholders are informed of key updates and next steps after meetings.
• Support department heads in day-to-day operations, prioritizing tasks and managing workflows.
• Assist with calendar management, scheduling, and travel arrangements as needed.
• Identify potential bottlenecks or challenges and escalate them to the appropriate parties for resolution.

Skills & Requirements

• Bachelor’s degree in Economy & Finance, Business Administration, or a related field.
• Proven experience in an administrative, coordination, or assistant role with a focus on communication and reporting.
• Strong proficiency in MS Office Suite (Excel, Word, PowerPoint) and reporting tools.
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to multitask, prioritize, and work independently in a fast-paced environment.
• A proactive and problem-solving mindset with the ability to anticipate needs.