Executive Support Specialist (Administrative)

We're hiring for an Executive Support Specialist to partner with our CFO and General Counsel. If you thrive in high-stakes environments, excel at board-level communication, and bring sharp judgment to complex challenges, we want to hear from you.

Position Summary

Serve as executive support and strategic partner to the CFO and General Counsel, while functioning as a key liaison between executive leadership and the Board of Directors. This role manages highly confidential and strategic matters with minimal direction, supports organizational governance and compliance, and coordinates initiatives across legal, administrative, and operational domains. The individual in this role will coordinate and assist in development of board materials, assist the Finance team with monthly projects and routine financial reporting, assist in the management of vendor relationships, including all corporate insurance policies, oversee corporate compliance training, and ensure timely and accurate executive-level communication and documentation. This position operates in a complex, fast-paced environment.

Essential Functions and Job Responsibilities

• Coordinate calendar management, agenda creation, and meetings with internal and external executives and board members.
• Track finance project milestones, deliverables, and reporting deadlines (e.g., quarterly close, audits).
• Organize and coordinate meals, corporate events, and other special occasions, for the company and board of directors, ensuring all logistics are managed efficiently and professionally.
• Serve as a liaison between the executive team and the Board of Directors.
• Create, edit, and manage board and committee materials, agendas, financial decks, and governance documents using Microsoft Office, Board Effects or similar systems.
• Attend and record minutes of SLT, board, and committee meetings and ensure timely posting to appropriate platforms.
• Draft executive-level correspondence, reports, briefing papers, and summaries for distribution to SLT, board members, and external stakeholders. Analyze data from various sources to prepare these correspondences.
• Coordinate and execute internal communications for compliance, governance, financial, or strategic initiatives.
• Facilitate execution of leases, purchase agreements, contracts, and other legal documentation in partnership with General Counsel, and maintain related documentation in the contract management system (CMS).
• Oversee the administration of organization-wide compliance training program.
• Assistant in the management of key external vendors such as auditors, training providers, insurance brokers, and governance service platforms. Facilitate vendor approval and maintenance in CMS.
• Organize and maintain digital and physical executive records, including legal and governance documentation.
• Make complex travel arrangements and prepare expense reports for executive leadership.
• Administer and analyze Board and management surveys.
• Takes, screens, and places telephone calls on behalf of executives, using discretion to independently handle matters as appropriate.
• Manage corporate general insurance renewal process.
• Serve as backup for executive assistants.
• Oversee the annual electronic election process for the Board of Directors.
• Assist with onboarding department new hires (creating the IT PIC form, ordering name plate, supplies, and business cards).
• Order department office supplies.
• Manage timecard and time off request approvals on behalf of CFO and General Counsel.
• Regular and reliable attendance and punctuality is imperative.
• Know the company's fiscal calendar, financial reporting dates, and budget cycles to anticipate needs.
• Perform scanning and collation of documentation essential to the unclaimed property (escheat) process.
• Complete special projects and other work-related duties as assigned.

Qualifications

• Bachelor's degree required; advanced coursework or paralegal training strongly desirable.
• A minimum of 5 years of progressive experience supporting C-suite executives.
• A minimum of 5 years of experience with board-level responsibilities, including experience in legal or compliance functions.
• Exceptional writing, analytical, and executive communication skills, with a demonstrated ability to synthesize complex information for executive audiences.
• Proven ability to manage sensitive relationships with discretion and tact.
• Excellent attention to detail.
• Advanced problem-solving and decision-making abilities.
• Strong vendor management skills with experience in contract maintenance , renewal, and compliance monitoring.
• Demonstrated strategic thinking, professional maturity, and strong organizational judgment.
• Financial literacy, confidentiality, communication skills, and the ability to manage fast-paced, high-stakes priorities.
• Be familiar with internal controls and regulatory compliance requirements.
• Experience with legal or governance platforms (e.g., Board Effects, Diligent) and project tracking tools.
• Demonstrated expertise in Microsoft Word, Excel, PowerPoint, Teams and Outlook, including the ability to create complex documents, spreadsheets, presentations, and manage calendar, meeting and email communications efficiently.
• Proven ability to manage and utilize SharePoint and OneDrive for document management, collaboration, and workflow automation. Experience in creating and maintaining SharePoint sites, libraries, and lists to support organizational needs.

Environment

This position currently functions as a hybrid role working from home, in-office, and offsite environments. Any home office setting must be conducive to all guidelines outlined by the organization.  General office working conditions which may require sitting for extended periods of time. This role is required to regularly attend in-person meetings, the frequency of which is determined by management based on departmental or organizational needs.

Work Conditions

General office working conditions which may require sitting for extended periods of time.

Physical and Other Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Specific vision abilities require the ability to focus distant and near objects clearly. While performing the duties of this job, the employee is regularly required to sit, talk, and hear. The employee is frequently required to use hands and arms to handle, feel, and reach as well as operate a personal computer.

This position requires a substantial amount of multi-tasking and ability to shift focus between tasks, screens, and systems to obtain data. Additionally, this position requires working in a fast-paced environment that can be stressful at times. The employee must occasionally lift and/or move up to 25 pounds.

Disclaimer

This job description is designed to provide a general overview of the requirements of the job and does not entail a comprehensive listing of all activities, duties, or responsibilities that will be required. The organization reserves the right to modify this job description at any time, including assigning or reassigning job duties or eliminating this position at any time.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

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