Executive Assistant - CFO

Country: United States of America
Organization: Mercy Corps
Closing date: 30 Sep 2021

The salary range for this position is $46,000 - 48,000. This position will be based in Portland, Or

About Mercy Corps

Mercy Corps is an international relief and development organization that exists to alleviate suffering, poverty and oppression by helping people build secure, productive, and just communities. The agency pursues its mission through emergency relief services, sustainable community development, health, and economic development initiatives. Mercy Corps primarily works in countries in transition from war or natural disaster or in the midst of extreme economic or social transformation**.**

General Position Summary

The Executive Assistant (EA) to Mercy Corps’ CFO manages a complex and demanding set of responsibilities. S/he provides (1) direct executive managerial and administrative support to the CFO, promptly and efficiently responding to varied executive directives and requests, and (2) works closely with senior-level Finance, Accounting and IT staff, providing administrative support as directed. Confidentiality and professionalism is highly important to the role.

Essential Job Responsibilities

CFO

  • Lead support for CFO responsibilities with the Board, including Joint Finance Committee and the Joint Audit & Risk Committee agendas, documents and meeting logistics.
  • Record and issue minutes for key meetings, including those involving the Joint Finance Committee and Joint Audit & Risk Committee of the Board.
  • Organize meetings for CFO on an ad hoc and routine basis
  • Provide travel support to CFO as needed.
  • Handle urgent needs of the CFO as appropriate.
  • Maintain and distribute calendar of Board-authorized signers.

OTHER

  • Provide planning and logistical support for key meetings, finance conferences and training events, including arrangement and preparation of venue, catering, collection and dissemination of necessary documents, logistical support for participants, communications, and required follow-up with all parties involved.
  • Maintain departmental trackers, calendars and internal web content as assigned, including Hub pages, Travel Calendar, and Digital Library.
  • Provide proofreading, editing and formatting support for department documents, including manuals, training materials, reports, etc.
  • Support Corporate Finance and International Finance to gather documentation from HQ files for donor, field statutory, internal and agency audits and filings (may require being in the office).
  • Support International Finance with quarterly donor report submission and distribution.

  • Support all Finance and Accounting staff with managing department files and archives and serve as primary contact between the department and the Iron Mountain storage facility.

  • Support Information Technology by organizing team meetings and events, recording and issuing minutes of monthly team meetings, and assisting the CIO with scheduling, light document editing and travel, as needed.

  • Submit Finance team-related invoices for payment.

Supervisory Responsibility

None

Accountability

Reports Directly To: Chief Financial Officer

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects

Minimum Qualification & Transferable Skills

  • Minimum BA/S or equivalent in related field. MA/S preferred.
  • 2-3 years administrative support experience in a professional or executive office setting.
  • Some experience and/or strong interest in entering the finance and accounting sector.
  • Excellent writing skills including proofreading and editing proficiency as well as minute keeping.
  • Excellent communication and the ability to handle confidential matters appropriately.
  • Strong computer literacy required including MS Office Suite.
  • Well organized and flexible/adaptable to changing priorities.
  • Experience with coordination and management of travel schedules, meeting and report compilation.
  • Proven experience maintaining a high level of confidentiality and professional conduct with integrity.
  • Highly effective and professional verbal communication.
  • Proven ability to prioritize multiple competing requests, tasks, deadlines, and needs.
  • Strong interpersonal skills.
  • Proven ability to manage demands and stresses of the executive wing with grace and humor.
  • International, non-profit, and government experience and/or interest are preferred.

Success Factors

The successful EA to the CFO will demonstrate a healthy combination of professionalism and confidence in providing efficient administrative support to Mercy Corps’ CFO and senior Finance department staff. They will possess excellent communication skills, both verbal and written, and will place a high priority on attention to detail and organization. The successful EA will be able to work both independently and cooperatively, and will effectively and accurately represent Mercy Corps at all times. They must demonstrate flexibility and creativity in planning and problem solving, will have proven ability to learn quickly, take initiative, and be accountable for results in a fast-paced, fluid and challenging work environment of many competing and changing priorities. An entrepreneurial spirit that is both creative and flexible is important.

Living Conditions / Environmental Conditions

The position is located in Portland, Oregon. Occasional weekend and evening work required (may be from home). Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.

How to apply:

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