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Executive Assistant

10185-13G01006
Washington D.C.
16-May-18

PURPOSE OF POSITION:

This position has two major purposes:

One is to provide high level, proactive support to the Chief Audit Executive (CAE) with project management and communications duties within Global Internal Audit (GIA) contributing to the smooth and efficient fulfillment of individual and team goals and objectives.

The other part of the position is to assist Global Internal Audit in the areas of budgeting, finance, accounting and management analysis.

KEY RESPONSIBILITIES:

Manage and maintain the integrity of the budget.

Current processes include among others:

  • Monthly variance report analysis, and follow up with Regional Audit Directors, regions, etc.

  • Create Pre Approval reports for annual, monthly and as needed expenses for Global Internal Audit and local audit staff.

  • Department Asset Inventory.

  • Global Internal Audit’s budget preparation.

  • Quarterly Forecast.

  • Monthly accrual.

  • Ensure accurate General Ledger balances.

  • Ensure accurate travel expenses entries.

  • Provide assistance, as needed, to accounting and finance departments on any emergent issue.

  • Keeps excel database with budget and forecast analysis.

  • Periodic presentation of budget variance report to Global Internal Audit’s Directors and at the Directors’ meeting.

Support the operation of the Chief Audit Executive’s office by performing diverse executive administrative tasks in an efficient and effective manner, including but not limited to:

  • Serve as point of contact for the Chief Audit Executive’s office, handling matters in a confidential and professional manner.

  • Responding directly on behalf of the Chief Audit Executive in all areas that impact the Chief Audit Executive office.

  • Effectively communicate with Chief Audit Executive’s direct reports, within and externally to organizations as requested to facilitate regular interaction and build relationships, ensuring Chief Audit Executive is apprised of latest developments.

  • Manage Chief Audit Executive’s scheduling and calendar (using Lotus Notes, and setting up Skype calls and WebEx meetings).

  • Complete expense reports for Chief Audit Executive, reconciling corporate card charges monthly.

  • Provide logistical support for domestic and international meetings/events teaming with other support staff as appropriate and/or assigned.

  • Reviews Chief Audit Executive’s Direct Reports expense reports for the Chief Audit Executive’s approval.

KNOWLEDGE, SKILLS & ABILITIES:

Required:

  • Bachelor’s degree, preferable in English Language.

  • 3-5 years budget or finance experience.

  • Proficient with computer and Microsoft Office applications.

  • Excellent communications and interpersonal skills.

  • Ability to gather and present financial and operational data to support strategic business decisions.

  • Familiarity with basic financial/accounting concepts (general ledger, budget reports, etc.)

  • Able to handle executive matters confidentially and with maturity.

  • Problem solving and multitasking skills.

  • Effective in written and verbal communication in English.

Preferred:

  • 3-5 years’ experience working in intense executive assistant role with frequent modifications in scheduling and diary management, and meeting preparation.

  • Experience working collaboratively within a team

  • Strong customer service skills; excellence in working with staff from diverse personal styles, cultures, and geographic locations.

  • Multi-tasker who stays flexible in a fluctuating and sometimes intense work environment.

  • Able to work with minimal supervision and use independent judgment and discretion.

  • Strong customer service skills; excellence in working with staff from diverse personal styles, cultures, and geographic locations.

  • Able to work virtually and independently with limited direction for much of the working week.

  • Fluent in foreign language, Spanish, French, Portuguese, etc. is a plus.

Work Environment:

  • The position requires ability and willingness to travel domestically and internationally up to 5% of the time.