Job Information
OrePac Building Products Executive Assistant to the CFO in Wilsonville, Oregon
Job Title: Executive Assistant to the CFO
Pay & FSLA Status: Competitive Compensation, D.O.E.; Salary exempt
Regular Schedule & Shift: Monday – Friday; Day shift
Regular Weekly Hours: Full-time/40 hours per week (overtime as needed)
Paid Time Off (PTO): 80 hours accrued year 1; 120 hours accrued annually after year 1
Paid Sick Time: 40 hours annually
Management Position: No
Branch Location: Corporate office in Wilsonville, OR; Opportunity to work remotely during periods of CFO travel and PTO
POSITION SUMMARY:
The Executive Assistant to the Chief Financial Office (CFO) provides administrative support for the CFO and finance department. This position is responsible for a wide range of administrative and general support duties that are confidential in nature. This position also coordinates internal finance functions and external relationships with bankers (corporate and investment), investment analysts, independent auditors, and lawyers.
OrePac Building Products seeks dynamic individuals who exemplify excellence in quality, trust, value, and service. Our ideal candidate for this position is highly detail-oriented, proactive, organized, and professional with excellent multitasking and communication skills. Must have experience either working directly in finance, accounting, or a related field, or experience providing executive level assistance to a CFO, VP of Finance, Finance Director, or related role.
COMPENSATION & BENEFITS PACKAGE:
Competitive compensation, D.O.E. + opportunities for quarterly/annual performance bonuses based on branch/company/employee performance + annual reviews with opportunities for pay increases based on employee performance.
Medical, dental, and vision insurance up to 70% paid by OrePac.
FREE Informed Health Line and Health Advocates.
Health Spending Account (HSA) available with up to $1,000 annual OrePac contribution.
Flexible Spending Account (FSA) available.
FREE Employee Assistance Program (EAP).
FREE life and Long-Term Disability (LTD) insurance.
Short-Term Disability (STD) insurance available.
Accident, Hospital Indemnity, and Critical Illness plans available.
401K with up to 3.5% OrePac contribution.
Paid time off (PTO) as specified above.
Paid sick time as specified above.
7 paid holidays annually.
FREE gym membership.
Employee discount.
ESSENTIAL DUTIES & RESPONSIBILITIES:
Provide administrative support for the CFO and their key direct reports, including (but not limited to), filing documents, preparing reports, maintaining calendars, accurate note taking, handling information requests, coordinating and greeting on-site visitors, and arranging conference calls.
Compose communications proactively or in response to inquiries directed to the CFO. Sort correspondence, mail, and matters by order of importance and priority for immediate action by the CFO.
Anticipate and organize information for the CFO pertaining to upcoming meetings, appointments, and correspondence.
Partner with other executive assistants to solicit topics in preparation for agendas to upcoming meetings and events. This may include making arrangements and coordinating details for larger scale company events.
Use PowerPoint, Excel, Word, (or similar programs) to create, edit, and/or assemble material to be distributed in connection with presentations to investors, executives and senior leadership, the board of directors, and similar audiences.
Proofread complex, confidential, and sensitive documents. Perform research and compile information into reports, memos, and/or spreadsheets. Responsible for layout, accuracy, and clarity of final copies.
Operate independently and efficiently in the CFO’s absence. Maintain a professional demeanor in representing OrePac and the CFO.
Support administrative tasks for the finance and human resources departments as directed by group leadership.
Handle extremely confidential and/or sensitive information of a company-wide nature with the highest discretion and decorum.
Run financial reports and perform basic financial analysis.
Answer, screen, and direct incoming telephone calls for the CFO. Interface with individuals of all levels internally and externally.
Prepare the necessary forms to pay invoices, order subscriptions, and order supplies. Prepare expense reports for submission. Send out mailings, letters, checks, and other documents as requested.
Administer travel expense reporting, teammate evaluation system, travel approval process, and any/all other internal administrative applications under the direct supervision of the CFO.
Coordinate all travel arrangements for the CFO including hotel stays and air and ground transportation.
Coordinate and schedule regular meetings for department managers and teammates.
Undertake special assignments and projects on a wide variety of issues as requested by the CFO and their direct reports.
REQUIRED SKILLS:
Ability to travel up to 10% of the time. Lodging and meals will be provided by OrePac.
Intermediate financial and accounting knowledge and literacy.
Ability to handle multiple projects from multiple departments under pressured deadlines.
Outstanding verbal and written communication skills, including the ability to professionally interface with the board of directors and all levels of management (both internally and externally), and with sensitivity and confidentiality.
Excellent planning and organizational skills with a proven ability to proactively prioritize and manage multiple tasks simultaneously.
Excellent calendar management skills, including scheduling complex senior level meetings and coordinating all logistics.
Ability to work on a team and also independently with limited supervision and in a fast-paced, ever-changing environment.
Excellent computer skills. Proficiency in Microsoft Office Suite (Word, Excel, Power Point, Teams, OneNote, and Outlook email and calendaring software).
Very strong knowledge of arithmetic, English, and grammar.
Flexible and open to learning new tasks and responsibilities.
Attention to detail and accuracy in all work activities, including note taking, data entry, and documentation.
Commitment to and demonstration of high ethical standards governing professional behavior and interactions.
REQUIRED EDUCATION & EXPERIENCE:
Bachelor’s degree in business administration, business management, finance, or a related field.
5 to 7 years of related experience working in accounting, finance, or a related field, or experience providing executive level assistance to a CFO, VP of Finance, Finance Director, or related role.
Experience scheduling and coordinating complex domestic and international travel arrangements and associated meetings.
Experience handling confidential and sensitive information and material.
Any combination of education, training, or experience that demonstrates the ability to perform the duties of the position will be accepted in place of the education and/or experience requirements listed for this role.
PHYSICAL DEMANDS:
Regularly required to see, talk, and hear. Specific vision abilities required by this job include close vision, the ability to adjust focus, and peripheral vision.
Ability to lift files, open filing cabinets, and bend or stand on a stool as necessary.
WORK ENVIRONMENT:
The noise level in the work environment is generally quiet.
This position operates in a professional office environment.
This position routinely uses standard office equipment such as laptop computers, photocopiers, and smartphones.
This position will travel up to 10% of the time.
This position may require periodic weekend work to support financial cycles.
DRESS CODE:
All employees are expected to wear clothing appropriate for the nature of OrePac business and the type of work being performed. Clothing should be neat, clean, and tasteful.
SAFETY DUTIES & RESPONSIBILITIES:
Report all incidents and accidents to one’s immediate supervisor immediately or within 24 hours.
Maintain the work area in a safe and healthful condition.
Report, and whenever possible correct, unsafe working conditions to branch leadership.
Operate vehicles while in the course of employment in a safe and lawful manner.
Provide assistance to reduce or eliminate workplace hazards.
Comply with company drug testing policies and procedures.
Comply with company Personal Protective Equipment (PPE) policies. OrePac will provide required PPE to employees.
OREPAC HISTORY & CULTURE:
Founded by the Hart family in 1977, OrePac is a family-owned and operated wholesale building materials supplier providing product, sales, and technology solutions to the shelter industry.
At OrePac we value trust, integrity, and a dedication to excellence. That commitment can be found in the services we offer, the quality of the products we provide, and the way we treat our employees and customers. This dedication to our markets has enabled us to make a positive impact on the shelter industry and the communities we serve.
Our vision is to create trusted partnerships by providing quality products and maintaining strong relationships through unmatched service, operations, and logistics. Our mission: Make Complicated Simple™.
LEGAL STATEMENTS:
OrePac provides equal employment opportunities (EEO) to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, OrePac complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.
This job description is not intended to contain a comprehensive list of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.
Regularly scheduled workdays, hours, and shifts are described above. Shift availability may vary. Hours may need to be extended or adjusted at any time, with or without notice, to meet the needs of the organization.
To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. The required skills, education, experience, and physical demands listed above are representative of the minimum knowledge, skills, and/or abilities required to perform the essential functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The work environment characteristics described above are representative of those an employee encounters while performing the essential functions of this job.
OrePac supports a safe and drug-free workplace. OrePac may administer a pre-employment background check and/or drug-screen, as well as random and/or reasonable suspicion drug-screens during employment.
Employees are required to perform safety duties and responsibilities in accordance with acceptable and safe work procedures. OrePac’s safety policy requires the use of Personal Protective Equipment (PPE) in designated safety-sensitive areas while on OrePac property. OrePac employees who handle or deliver OrePac products while not on OrePac property are required to adhere to OrePac’s safety policy and use the required PPE necessary for their specific role.
The dress code described above is representative of what an employee must wear while performing the duties of this position. Individual branches may issue more specific guidelines than what is outlined below. Reasonable accommodations may be made for individuals with religious beliefs, observances, or practices related to the dress code.
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