Executive Assistant (Finance)

Job Description:

About the Role :

Location Requirement: Eastern U.S. time zone, with a preference for candidates in Pennsylvania or Florida

This role offers an exciting opportunity to provide high-level executive administrative support to the Senior Vice President of Customer Success and Services, ensuring seamless day-to-day operations. Responsibilities include drafting and refining correspondence, creating compelling presentations, managing executive calendars, coordinating meetings and conference calls, and arranging travel and entertainment. Additionally, this role requires a strong understanding of corporate policies and the ability to handle confidential financial, compensation, and strategic information with discretion.

Beyond traditional administrative tasks, this position plays a key role in fostering collaboration by working closely with internal support staff to schedule and coordinate meetings. It also involves leading the planning and execution of both on-site and off-site meetings, including client-facing events, to ensure a seamless and professional experience for all participants.

What You'll Do:

Executive Support & Coordination

• Own and manage the executive's calendar, including scheduling, prioritization, and conflict resolution.

• Coordinate and prepare for high-impact meetings, including agendas, presentations, and action item tracking.

• Attend meetings alongside the executive as needed, capturing key takeaways and ensuring follow-ups.

• Act as a liaison between the executive and internal/external stakeholders, fostering strong relationships.

• Prepare, review, and distribute reports, presentations, and correspondence with accuracy and discretion.

Travel & Event Management

• Plan and coordinate domestic and international travel, ensuring seamless experiences.

• Oversee logistics for internal and external meetings, including booking venues, managing catering, and coordinating technology needs.

• Take a leadership role in organizing off-site and on-site team meetings, client events, and strategic planning sessions.

• Negotiate with vendors and third-party providers, ensuring cost-effectiveness and quality in accordance with company standards.

Operations & Special Projects

• Support cross-functional initiatives and special projects, driving execution from start to finish.

• Track and help drive completion of key deliverables, ensuring alignment with business priorities.

• Optimize administrative processes to improve efficiency and eliminate redundancy.

• Manage confidential information with discretion, including financial, compensation, and strategic materials.

• Identify opportunities to improve workflows, introduce efficiencies, and enhance the executive's productivity.

Who You Are:

Must-Have Skills & Qualifications

• 5+ years of experience in an administrative or executive support role within a corporate setting. Global company experience is a plus.

• A Bachelor's degree or equivalent combination of education and experience.

• Exceptional written and verbal communication skills with the ability to engage with executives, clients, and stakeholders at all levels.

• Strong organizational skills and attention to detail, with the ability to manage multiple priorities in a fast-paced environment.

• Ability to work independently, exercise sound judgment, and adapt quickly to last-minute changes.

• Adept at confidentiality, discretion, and handling sensitive information professionally.

• Demonstrates a customer-centric mindset with a passion for delivering exceptional experiences.

• Thrives in a fast-paced environment by independently making sound decisions and adapting quickly to changing priorities in a dynamic, matrixed environment.

• Technically proficient in Microsoft Office Suite (Word, Excel, PowerPoint , Outlook, Visio) and web-based collaboration tools (Teams, Zoom, Slack, etc.), with the ability to troubleshoot minor IT issues and support virtual teams.

• Experience with event planning and execution, including logistics and vendor negotiations.

OTHER QUALIFICATIONS:
The Winning Way behaviors that all Vertex employees need in order to meet the expectations of each other, our customers, and our partners.

• Communicate with Clarity - Be clear, concise and actionable. Be relentlessly constructive. Seek and provide meaningful feedback.

• Act with Urgency - Adopt an agile mentality - frequent iterations, improved speed, resilience. 80/20 rule - better is the enemy of done. Don't spend hours when minutes are enough.

• Work with Purpose - Exhibit a "We Can" mindset. Results outweigh effort. Everyone understands how their role contributes. Set aside personal objectives for team results.

• Drive to Decision - Cut the swirl with defined deadlines and decision points. Be clear on individual accountability and decision authority. Guided by a commitment to and accountability for customer outcomes.

• Own the Outcome - Defined milestones, commitments and intended results. Assess your work in context, if you're unsure, ask. Demonstrate unwavering support for decisions.

COMMENTS:

The above statements are intended to describe the general nature and level of work being performed by individuals in this position. Other functions may be assigned, and management retains the right to add or change the duties at any time.