Senior Administrative Assistant, Finance

Job Summary

The Senior Administrative Assistant, Finance plays a vital role in supporting the Executive Vice President, Chief Financial Officer (CFO) and the Finance & Office Operations (F&OO) leadership team. This position provides essential administrative support in a fast-paced, mission-driven environment and requires impeccable organization, attention to detail, and proactive communication.

Key responsibilities include managing complex scheduling and logistics, preparing the quarterly Treasurer's Report using Adobe InDesign, and coordinating governance-related meetings such as the Audit and Finance, Compensation, and Benefits Committees. The successful candidate will demonstrate strong attention to detail, anticipate needs, navigate sensitive information with discretion, and ensure seamless communication and operations across the business unit.

Essential Functions

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions. Other duties may be assigned to meet business needs.

• Provide administrative support to the CFO and F&OO leadership team, including meeting coordination, calendar management, travel arrangements, and expense reporting.
• Prepare and format the quarterly Treasurer's Report using Adobe InDesign, ensuring accuracy and timely completion.
• Coordinate all aspects of governance-related committee meetings (e.g., Audit and Finance, Compensation, and Benefits), including Doodle polls, calendar scheduling, materials preparation, minute-taking, and follow-up communications.
• Serve as a key liaison between the CFO's office and other internal departments, promoting smooth communication and collaboration.
• Support the business unit's operational needs such as invoice processing, maintaining files and records, managing contact lists, and ensuring accurate document control.
• Assist with administrative needs related to the finance functions of the business unit, including invoice processing, budget tracking support, document management, and coordination of business unit meetings and materials.
• Update and maintain internal SharePoint sites and ensure access to relevant business unit documentation.
• Uphold confidentiality standards when handling sensitive information or leadership discussions.
• Facilitate a positive and professional working relationship with other administrative and support staff across CSBS.

Additional Responsibilities

• Provide reception desk coverage on a rotating basis, for lunch coverage, during absences, and as needed.

• Participate on cross-functional work groups or task forces as assigned.
• Assist with special projects and operational initiatives led by the Finance & Office Operations unit.

Minimum Qualifications

To perform this job successfully, an individual should possess the knowledge, skills, and abilities listed and meet the amount of education, training and/or work experience required.

Education and Experience

• High school diploma and at least 5 years of administrative support experience, including supporting senior leaders or executives.
• Associate or bachelor's degree preferred.
• Familiarity with Adobe InDesign is a plus.
• Experience in finance, operations, nonprofit or association environments is preferred.
• Prior experience coordinating board or committee meetings is highly desirable.

Knowledge, Skills, and Abilities

• Strong writing, editing, and proofreading experience in a business environment.
• Demonstrated ability to learn, use, and master office software tools, including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams), Adobe, and SharePoint.
• Proven ability to manage multiple competing priorities with resilience, maintaining focus under tight deadlines. With appropriate guidance, carries out most tasks independently.
• Strong interpersonal skills to build and sustain relationships across departments, fostering collaboration and a shared sense of purpose.
• Quantitative skills - ability to create, modify and use spreadsheets to perform basic quantitative computations and analysis involving a variety of topics.
• Discretion, tact, judgment and poise - must work under general instructions on a wide variety of projects, produce accurate results, and work well with other staff, members and other individuals and organizations.
• Prioritization - set priorities which accurately reflect the relative importance of job responsibilities. Prioritize assignments to complete work in a timely manner
• Confident and pleasant - know what you need from others, be clear about what others can expect from you, and work with others to keep things running on time.
• Detail-oriented and understands the big picture - go beyond knowing what needs to be done, but also understand why it needs to be done. Pay attention to the details, spot errors, document discrepancies and develop processes to promote accuracy of work.
• Great communicator - have excellent oral and written communication.
• Organized - proactively manage both consistent/recurring timelines and deadlines, as well as manage a regular flow of items that can be both urgent and important, but not necessarily in sync with other deadlines and responsibilities.
• Analytical - highly organized and thoughtful in approach, analytical with the ability to make good decisions.

Requirements

• Due to the nature of CSBS's business in support of state financial services supervision, all CSBS employees have the potential of interacting with confidential information related to the supervision of financial services companies ("Confidential Supervisory Information"). As a result, in addition to general business conflicts of interest, all CSBS employees are expected to disclose conflicts of interest in financial services companies on at least an annual basis and to proactively avoid such conflicts.

• Protect the confidentiality, integrity, and availability of CSBS information and information systems in accordance with CSBS policies and procedures.

Values Instilled Behaviors for Excellence (VIBE)

At CSBS, work-life balance isn't just a policy; it's our VIBE! We recognize that our team members have lives that deserve attention and care. That's why we create strong, supportive relationships that help everyone grow both professionally and personally. We honor each other's expertise and speak the truth, even when it's a bit awkward. And guess what? This honesty creates a vibe of respect and trust that powers our efficiency and our excellence. It lets us chase those career goals while also nurturing our personal pursuits. At CSBS, you can thrive at work and at home-it's the best of both worlds!

Just like a healthy work-life, collaboration is an essential part of CSBS's mission. In fact, it is the heartbeat of everything we do! We're all about pitching in, giving props to our colleagues, and having each other's backs. This allows us to push ourselves to our maximum potential and embrace those bold risks and innovative solutions. No matter what comes our way, our commitment to communication and teamwork strengthens us. We at CSBS are on mission and on the move, tackling all challenges together!

Leadership Competency Model

At CSBS, we believe in leadership at every level, empowering all employees, regardless of role, to take initiative, inspire others, and drive progress. Our five core competencies are Leading Change and Transformation, Leading Others, Results Focused, Business Intelligence, and Collaborative Partnering to provide a framework for professional growth while ensuring accountability in our performance.

Leading Change and Transformation means embracing innovation and adaptability to drive continuous improvement. Leading Others is about guiding, mentoring, and influencing colleagues to move our mission forward. A Results-Focused mindset ensures we meet our goals with efficiency and impact. Business Intelligence allows employees to make informed, strategic decisions based on data and industry insights. Finally, Collaborative Partnering fosters teamwork and strong relationships to achieve shared success.

This competency model not only supports individual growth and development but also strengthens CSBS as we evolve into a more agile and innovative organization. Here, leadership isn't just a title, it's a mindset that moves us forward together.

Working Conditions

• General office.

This job description should not be construed to imply that these requirements are the only standards for the position. Incumbents will follow any other instructions and perform any other related duties as may be required. CSBS has the right to revise this job description at any time. CSBS is an "at will" employer and as such, neither this job description nor your signature constitutes any form of contractual arrangement between you and CSBS.