Job Description – Executive Assistant to Finance HeadPosition
Executive Assistant to Finance Head / CFO
Department
Finance & Accounts
Reporting To
Finance Head / CFO
Experience
8-10 years of experience as an Executive Assistant, preferably supporting a Finance Head, CFO, Director, or other senior executive.
Role Overview
We are looking for a highly organized, proactive, and detail-oriented Executive Assistant to the Finance Head to provide comprehensive administrative, coordination, and executive support. The role requires strong communication skills, discretion in handling confidential financial information, excellent follow-up capabilities, and the ability to coordinate effectively with internal departments, auditors, banks, consultants, and other stakeholders.
The ideal candidate should be comfortable working in a fast-paced environment, managing multiple priorities, preparing reports and presentations, coordinating meetings, and ensuring timely closure of action items.
Key ResponsibilitiesExecutive & Administrative Support
- Manage the Finance Head's calendar, appointments, meetings, and travel schedules.
- Schedule and coordinate internal and external meetings with senior stakeholders.
- Prepare meeting agendas, presentations, briefing notes, minutes, and follow-up trackers.
- Maintain and organize confidential documents, correspondence, reports, and records.
- Screen and prioritize emails, communications, and requests requiring the Finance Head's attention.
- Ensure timely follow-up on commitments, approvals, and pending action items.
Finance & MIS Coordination
- Coordinate with Finance & Accounts teams to collect and consolidate MIS, financial reports, dashboards, and business updates.
- Assist in preparing management reports, presentations, and financial review packs.
- Track key finance deliverables, deadlines, and pending approvals.
- Coordinate with Accounts Payable, Accounts Receivable, Treasury, Tax, Audit, and other finance functions as required.
- Maintain trackers for budgets, expenses, payments, approvals, and other finance-related activities.
- Support the Finance Head in monitoring critical financial and operational matters.
Stakeholder Management
- Coordinate with business heads, department heads, senior management, auditors, consultants, banks, vendors, and other external stakeholders.
- Act as a central point of coordination for matters requiring the Finance Head's involvement.
- Follow up with relevant stakeholders to ensure timely submission of information and closure of open items.
- Maintain professional communication and confidentiality at all times.
Meetings, Reviews & Compliance
- Coordinate monthly/quarterly finance review meetings and management meetings.
- Prepare and circulate meeting minutes and action-item trackers.
- Follow up with respective owners and provide status updates to the Finance Head.
- Assist in coordinating statutory, internal, tax, and financial audits.
- Maintain records of important compliance-related correspondence and documentation.
Travel & Expense Management
- Coordinate domestic and international travel arrangements, hotel bookings, itineraries, and meetings.
- Manage and track the Finance Head's business expenses and reimbursement documentation.
- Coordinate with relevant teams for timely processing of travel and expense claims.
Required Skills & Competencies
- Excellent verbal and written communication skills.
- Strong organizational and time-management abilities.
- Excellent follow-up and coordination skills.
- High level of discretion and confidentiality.
- Strong attention to detail and accuracy.
- Ability to prioritize multiple tasks and work under pressure.
- Strong MS Office skills, particularly Excel, PowerPoint, Outlook, and Word.
- Ability to prepare professional presentations, reports, trackers, and MIS.
- Strong interpersonal and stakeholder-management skills.
- Proactive approach with the ability to anticipate requirements.
- Professional demeanor and maturity when dealing with senior management.
Qualifications
- Bachelor's degree in Business Administration, Commerce, Finance, Management, or a related field.
- Additional qualification in Executive Administration, Finance, or Management would be an advantage.
Preferred Experience
Candidates with experience supporting a CFO, Finance Director, Finance Head, CEO, or senior leadership team, particularly in a corporate environment, will be preferred.
Key Attributes
Confidentiality | Ownership | Proactive Approach | Attention to Detail | Communication | Follow-up | Time Management | Stakeholder Management | Professionalism
Success in the Role
Success in this role will be measured by the Finance Head's ability to operate efficiently, timely closure of action items, accuracy and availability of management information, effective stakeholder coordination, and seamless execution of administrative and finance-related priorities.
Pay: ₹1,200,000.00 - ₹1,500,000.00 per year
Work Location: In person
