Executive Assistant to the Chief Financial Officer

Location: Virtual

Category: Full-time, exempt

Field: Non-profit; mission-driven organization

Reports to: Chief Financial Officer (CFO)

POSITION SUMMARY

The Executive Assistant to the CFO is responsible for providing comprehensive support to the CFO and the finance team, ensuring that financial operations run smoothly and effectively. This position requires anticipating needs, excellent time management, critical thinking, and solving problems with the highest level of professionalism and confidentiality. This role will include frequent communication and interaction with donors, senior-level corporate personnel, and the Board of Directors to assist with Foundation objectives.

ABOUT CHOLANGIOCARCINOMA FOUNDATION

Cholangiocarcinoma Foundation's (CCF) mission is to find a cure and improve the quality of life for those affected by cholangiocarcinoma (bile duct cancer). Founded in 2006 in Salt Lake City, UT, by a family who lost a loved one to cholangiocarcinoma, CCF has become a leading global resource in patient support, education, advocacy, and funding basic, clinical, and translational research. The organization's core values are patient first, collaboration, innovation, and urgency. The organization is virtual, with team members in several states and internationally.

KEY RESPONSIBILITIES

Meeting and Calendar Management for the CFO

• Schedule virtual meetings and coordinate schedules with meeting participants.
• Prepare and distribute notes, agendas, and minutes for meetings and teleconferences.
• Prepare and coordinate meeting materials, presentations, and audio/visual materials.
• Prioritize inquiries and requests while troubleshooting conflicts.
• Make judgments and recommendations to ensure smooth day-to-day engagements.
• Ensure the CFO is well-informed of upcoming commitments and responsibilities, providing timely follow-ups and acting as a key advisor by maintaining awareness of organizational dynamics and relevant issues.
• Anticipate the CFO's needs before meetings, conferences, presentations, etc., including planning and coordinating meetings, preparing agendas, taking minutes, and following up on action items.
• Assist in preparing materials for board meetings, financial reviews, and other key events.

Administrative Support and Project Management

• Taking the lead in organizing, coordinating, and facilitating bi-weekly and monthly team meetings, including preparation of agendas, managing logistics, and ensuring timely follow-up on action items to promote organizational alignment and departmental accountability.
• Assist with special projects, including enterprise data management and workflow optimization.
• Design and produce resource documents and reports in collaboration with other team members
• Collect and prepare information for meetings with staff and outside parties.
• Compose and prepare correspondence.
• Maintain the CFO’s contact lists.
• Update the CRM with contact information/meeting results.
• Manage the CFO’s tasks and projects in Asana.
• Support the CFO in managing special projects, ensuring deadlines and tasks are completed.
• Collaborate with other departments to gather information and support the CFO’s initiatives.
• Other duties as assigned.

Travel and Event Coordination

• Coordinate all travel for the CFO, including managing all travel arrangements, creating detailed itineraries, and completing expense and mileage reports.
• Assist with the logistics and planning of the annual staff working meeting.
• Travel twice yearly for CCF’s Annual Conference and in-person staff meeting.

Financial and Committee Coordination

• Assist with budget planning, preparation, and financial reporting as applicable.
• Coordinate with the finance team to ensure the timely processing of invoices, reimbursements, and financial transactions.
• Provide administrative support for the Finance Committee and Investment Committee, including scheduling meetings, preparing and distributing materials, maintaining records, and facilitating communication between committee members.
• Assist in preparing materials for board meetings, financial reviews, and other key events.
• Conduct research and compile data for reports related to financial planning and analysis.

SKILLS AND QUALIFICATIONS

• Prior executive support experience, preferably in a non-profit or mission-driven organization.
• Advanced proficiency with Microsoft Office, particularly Excel for advanced formulas and data analysis; Word for templates and mail merges, and PowerPoint professional presentations.
• Familiarity with Asana and Raiser's Edge is preferred.
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• A high degree of professionalism in dealing with diverse groups of people, including Board members, senior-level executives, medical and scientific executives, staff, community leaders, donors, and funded partners
• Ability to complete many tasks and projects with little or no guidance.
• Ability to react maturely with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Maintain a high level of integrity and discretion in handling confidential information.
• Adaptability and flexibility to handle changing priorities and urgent tasks efficiently.
• Strong teamwork and collaboration skills; maintaining a positive and proactive approach.

OTHER REQUIREMENTS

• Ability to maintain regular working hours aligned with the Mountain Time (MT) zone to support effective team collaboration and operational needs.
• Capability to effectively perform in a full-time remote work environment.
• Satisfactory completion of a background check.

COMPENSATION

Salary Range: $60,000-$65,000

Benefits Include Health insurance (Medical, Dental, Vision), fully paid life and disability insurance, PTO, and 401(k).

LOCATION

The Foundation is a virtual organization. Candidates must reside in the United States and be authorized to work there. The selected candidate will be required to travel as needed.

To apply, send your resume, cover letter (INCLUDE POSITION NAME), and salary requirements to HR@cholangiocarcinoma.org. All applicants MUST submit a cover letter, resume, and salary requirements to be considered.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time, with or without notice. Nothing in this job description alters an employee's at-will status and is meant only as a guide, not a contract of employment.​

The Cholangiocarcinoma Foundation's policy provides equal opportunities without regard to race, color, religion, age, gender, sex, national origin, disability, veteran status, or any other characteristic protected by law.