Sr Administrative Assistant - Finance

Job Description
Under general supervision, performs a variety of administrative duties to support multiple Vice Presidents and Finance Division staff. Performs at a high level of anticipation to ensure tasks and projects are completed in a timely and efficient manner.
 
 Responsibilities

• General Responsibilities:
  • Plans own daily work activities. Ensures timely completion and accuracy of work. Trains new support staff and informs Vice Presidents of project progress. Keeps Vice Presidents informed of critical issues affecting department and may recommend procedural/operational changes to improve processes and facilitate work flow.
  • Initiates communications of a non-routine, complex nature often requiring extensive research and knowledge of Company operations. Signs correspondence under own name.
  • Researches complex issues often requiring interaction with other departments to relieve other employees of administrative tasks.
  • Schedules meetings for Vice Presidents and groups. Independently gathers, researches, and compiles information for meetings as needed and ensures Vice Presidents are well briefed prior to meeting. Reserves conference rooms, prepares for technology needs, and registers outside guests with Security.
  • Available to assist others if Vice President is unavailable. Takes messages as appropriate and offers solutions to sometimes complex inquiries, often requiring research and follow up.
  • Maintains highly confidential/sensitive information regarding division and overall Company business and exercises utmost discretion with information.
  • Maintains department calendars and other department lists.
  • Reviews, sorts, and scans departmental mail daily.
  • Safeguards department purchasing card, obtains approvals for purchases, and completes and submits expense reports timely.
  • Prepares expense reports for Vice Presidents as requested.
  • Responsible for coordination of Division and Department meetings, holiday events, and other gatherings. Arranges teams of department staff to lead events and meetings and provides guidance and support throughout the planning stage and during the meeting/event.
  • Provides support for onboarding new employees, ensuring desk, equipment, and system access is ready for their first day of employment.
  • Works with employees to replace equipment or obtain new equipment based on company policy.
  • Routes documents for signature through DocuSign or via actual paper documents required.
  • May be required to support other duties specific to the functions of the department or division.
• Corporate Accounting Support:
  • Audits PeopleSoft security changes on a monthly basis, verifies that changes are in accordance with policy and are supported by proper approvals.
• Corporate Treasury Support:
  • Obtains bank agreement signatures, notarizes documents, and mails documents as directed.
  • Assists with Unclaimed Property administration by updating the tracking file with all the states annual due dates, adds reminders to calendars, mails due diligence letters, obtains proper approvals for final state filings, and maintains tracking sheet for due diligence activities and filing requirements to document timely completion.
  • Routes payment term exception forms for signature via DocuSign.
• Corporate Tax Support: 
  • Assists in tax return preparation.
  • Performs data entry meticulously, ensuring high levels of accuracy.
  • Assist with tax return mailing preparation which includes printing, copying, scanning, and assembling documents.
  • Assist tax team in gathering documents.
  • Assist tax team with tax and license payments and processing.
• Financial Reporting Support:
  • Assists with distribution of financial statements and internal reporting books. Arranges for printing and distribution of final reports.
  • Assists with other accounting and reporting tasks as needed.
• Internal Audit Support:
  • Support “Outside Business Interest Representation Statement Disclosure” process