Executive Finance Coordinator

Reporting to the Chief Financial Officer, the Executive Coordinator will provide a range of administrative and project support to the Finance Team, assist with operational projects as needed, and assist with communications and interactions internal and external to the Foundation. PayChex experience required.

Client Details

A reputable Non-profit organization with a wonderful mission, vision and values.

Description

• Serve as the main point of contact for travel coordination. Develop expertise and understanding of areas for improvement for travel programming, support approval process for travel exceptions. Collaborate with and train staff to on travel portal and answer questions as needed. Act as primary contact for travel-related issues for all staff.
• Serve as the Finance Department's main point of contact for the Foundation's internal and external events. Collaborate with other departments and answer questions as needed, resolve concerns and coordinate all necessary financial needs for events (contract process, collection of required tax forms, coordination of payment terms, review for allocation to subsidiary). Review submitted reimbursements of event attendees expense reports and track approvals.
• Assist in gathering information and creation of operational contracts including routing through Docusign and coordination with other departments for collection of proper approvals.
• Provide support in managing credit card expense reconciliation in our expense portal (Concur) to ensure proper documentation and reimbursement. Communicate with staff on expense report exceptions and answer questions as needed.
• Work with the CFO and Controller on the credit card issuance process and ongoing management of cardholder concerns by working directly with the cardholder company.
• Provide support in managing and tracking subscription payments across the Foundation's departments.
• Assist in maintaining electronic and paper filing upkeep, including contracts, invoices, receipts, etc.
• Assist in managing insurance policies and other strategic operational renewals such as annual letter of credit and Corporations' annual state filings.
• Manage the Finance Team's calendar (internal and external deadlines, scheduling, communications, and other administrative activities)
• Provide back up support to other Finance Team Members, as needed
• Provide back up support to other Executive Coordinators, as needed
• Perform other related duties as requested or as responsibilities dictate.
• Communicate thoughtfully and respectfully to internal and external audiences, holding care and confidentiality, exercising judgement, and maintaining credibility and trust

Profile

• Minimum of two years experience as an Executive or HR Assistant with the ability to self-manage, prioritize a breadth of activities and communication, and the confidence to problem solve and follow up appropriately
• Comfort with using technology and supporting comfort with both paper and computer-based filing and tracking, including proficiency in the use of Microsoft Office computer applications, including Microsoft Outlook, Word, Excel, and PowerPoint, with preferred experience with a database.
• Experience with SAP Concur preferred.
• Experience with PayChex Perferred.
• Strong organizational and tracking skills and attention to detail for self and others
• Confidence in managing numbers and excel spreadsheets
• Strong verbal and written communicator with the ability to handle communications tactfully and professionally with a high attention to detail
• Orientation towards customer service and support for others, and a willingness to take on tasks as needed
• Ability to work independently and collaboratively with a team
• Proven organizational and planning/time management skills; ability to meet deadlines
• Sound judgement and integrity
• Bachelors' Degree or equivalent experience in related field
• Handle sensitive and confidential information appropriately
• A commitment to social justice and the mission of the organization

Job Offer

• A true temp to perm position
• Highly desirable and competitive hourly rate
• Medical and dental benefits provided from day 1
• Hybrid schedule 3 days in office (of your choice)
• Full Breakfast provided to employees when in office
• Monday to Friday 9:00AM - 5:00PM
• Fantastic growth opportunities and wonderful company culture in the team
• Plans for 2025 growth across the organization

MPI does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, or based on an individual's status in any group or class protected by applicable federal, state or local law. MPI encourages applications from minorities, women, the disabled, protected veterans and all other qualified applicants.