JOB DESCRIPTION
Job Title: Executive Assistant to the CFO
Employment Type: Employee
Exemption Status: Non-Exempt
Employment Status: Full-time
Relocation Assistance: None
PURPOSE:
To serve as the primary assistant to the Chief Financial Officer (CFO) performing a wide
variety of complex, sensitive, and confidential administrative support functions.
SUPERVISION:
This individual reports directly to the Chief Financial Officer.
RESPONSIBILITIES:






Serves as primary assistant to the CFO, representing the executive in interactions with
internal and external parties and stakeholders. Additionally, supports the Accounting &
Finance, Customer Service, and Production and Fulfillment administrators/executives with
their respective departmental projects and functions as available.
Maintains the CFO calendar; coordinates, arranges and confirms meetings; arranges for
meeting setup and refreshments; attends board and other meetings, takes notes and
transcribes minutes; screens requests for appointments; coordinates and arranges special
meetings.
Performs a wide variety of administrative duties to support the work of the executive,
including but not limited to: helping in the preparation of office budgets and monitoring
budget expenditures, reviewing and preparing requests for payment, drafting Special
Requests for Proposals (RFP), placing and maintaining RFP database/log (outside of the
budget items), scheduling meetings or conference calls for RFP reviews and conducting
research and assembling and summarizing information from a variety of sources for special
projects and reports.
Serves as liaison with internal and external parties and stakeholders; may provide work
direction to other administrative support staff with respect to financial activities and overall
compliance matters; and performs related duties as assigned.
Reviews, proofreads and edits Treasurer’s Report agenda items and board meeting section;
maintains files for agenda materials; provides information to department heads and
managers on pending board matters including their respective budgets or financial updates,
and assignments and a variety of other matters; follows up and tracks relevant action items
for the executive.
Receives and screens visitors and telephone calls, providing information and handling issues
that may require sensitivity; conducts research, responds to requests for information and
complaints from senior management, employees, donors and general constituency, refers












the requests or complaints to appropriate staff and/or recommends action to resolve the
issue; reviews, determines the priority and routes incoming correspondence.
Prepares technical worksheets, tables and computations; establishes and maintains databases
for a variety of purposes.
Types and/or drafts memoranda, donor correspondence (in place of gift receipts), reports,
agreements, presentations, forms and other documents from drafts, notes, dictation or brief
oral instructions, using Microsoft Office software products; proofreads and checks typed
and other materials for accuracy, completeness and compliance with RZIM writing
standards, policies and procedures; ensures materials, reports and documents for signature
are accurate and complete; sends and receives faxes and makes photocopies as needed.
Prepares travel and training requests; coordinates making travel and other arrangements for
conferences and business trips; compiles expense reports.
Attends to a variety of office administrative details such as establishing, organizing and
maintaining confidential, subject and tickler files; ordering departmental office supplies.
Performs special project assignments as directed and assists and provides backup to other
administrative support staff in the ministry as available and approved by the CFO.
To assist with functions of the marketing and development department as directed by the
CFO; this includes but is not limited to: highly confidential correspondence, website
inquiries, donor reports, research, and Founder’s Weekend.
Budgeting, recordkeeping, filing and purchasing practices and procedures.
Analyze complex, sensitive problems and situations, evaluate alternatives and make sound,
appropriate recommendations.
Research on behalf of CFO laws, codes, regulations, rules and policies applicable to areas of
responsibility related with financial reporting and general internal and external compliance.
Organize, research, and maintain office filing systems and document management databases.
Track and ensure expense reports for CFO are processed in a timely manner
Issue stock donation acknowledgement letters upon receipt of the shares; record the gifts
in the weekly stock donation report.
QUALIFICATIONS:








Must be in agreement with and committed to upholding RZIM’s Statement of Faith and
Statement of Values, as well as its stated Mission and Vision.
Strong, effective written and spoken communication skills along with excellent research and
organizational skills.
Evidence of and a commitment to practice a high level of confidentiality.
Strong experience in planning, organizing and carrying out the daily activities and
administrative functions of a CFO office in a sensitive, highly visible and dynamic and
organizational environment, requiring management of multiple and rapidly changing
priorities.
Must have a bachelor’s degree and 1-2 years’ experience in finance or relevant field.
Strong office administrative and management practices and procedures.
Must be proficient in Microsoft Office with the ability to learn new software and computer
systems as well as advanced use of PowerPoint, spreadsheet, graphics and other business
management software. Must be flexible and be able to work in a high change, quick-paced
environment.
Basic non-profit finance and accounting, general operations, ordinances, rules, policies and
procedures.




Must be a team player and be willing to receive and act on direction and motivated to take
on responsibility to completion.
Must be able to relate on a cross-cultural level as well as display good personal and
interpersonal skills in the office and should be self-motivated and available for occasional
travel.
Make a wide variety of logistical arrangements independently or from brief instructions.
Establish and maintain highly effective working relationships with senior management, and
other appointed officials, including staff, community and business leaders, donors, board
members, and others encountered in the course of work. Use a high degree of tact,
discretion and diplomacy in dealing with sensitive situations and concerned groups and/or
individuals and commit to practice a high level of confidentiality.